Administrative Asst

Catholic Diocese Of Fort Worth•Fort Worth, TX

2d•Onsite

About The Position

The Liturgy Administrative Assistant, Safe Environment Coordinator and Facility Scheduler Backup supports the Liturgy and Administration Department in helping provide a Christ-centered and safe environment at Holy Family Church and in planning and facilitating the department’s needs throughout the liturgical year. The role coordinates the parish Safe Environment Program, provides administrative and secretarial support, schedules liturgical ministers, and backs up facility scheduling for parish and school events. The position maintains sacramental and ministry records and schedules, supports liturgies and seasonal services, and helps manage church supplies and decorations. It also handles clerical support, meeting participation and minutes, funeral-service materials, facility reservations, and other assigned projects. The position works in a typical office environment and requires some nights and weekends, occasional car travel to diocesan parishes or schools, and work in standard classroom and school conditions.

Requirements

High school diploma or GED.
Experience in an office environment with general secretarial duties is preferred.
Ability to communicate effectively in writing and verbally in the targeted language(s).
Strong organizational, prioritization, and time-management skills, including the ability to manage multiple responsibilities.
Ability to organize and present information clearly.
Proficiency with job-appropriate technology and Microsoft Office 365, with intermediate to advanced capabilities in Excel, PowerPoint, and Word.
Critical-thinking and planning skills; attention to detail; sound judgment; adaptability; and willingness to learn.
Professional written and verbal communication skills.
Ability to honor and maintain confidentiality.
Ability to receive, understand, retain, and complete verbal and written tasks.
Ability to work independently and as part of a team, and to work effectively with people from diverse audiences.
Ability to listen empathetically, make peace, and de-escalate.
Ability to work in a typical office environment, including lengthy periods of sitting and computer work, and to access files on shelves, including by climbing a stepladder and stairs.
Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance; lift or carry supplies, furniture, and equipment; and regularly sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak.
Ability to perform repetitive tasks such as keyboarding, writing, and reading, and to manage work interruptions while remaining focused.
Ability to work some nights and weekends and manage moderate to high levels of stress.
Ability to work in standard classroom and school conditions.
Infrequent car travel to diocesan parishes and/or schools may be required.

Nice To Haves

Practicing Catholic, faithful to the Magisterium and in good standing with the Catholic Church.
Undergraduate degree.
Previous experience.

Responsibilities

Coordinate with program directors, parishioners, and the Diocesan Safe Environment Office to support compliance with the USCCB Charter for the Protection of Children and Young People.
Oversee the parish Safe Environment Program, including planning, implementing, and monitoring employee and volunteer training and background checks using the Virtus database.
Schedule annual Safe Environment training sessions for volunteers.
Provide secretarial, administrative, and related office services to the Liturgy and Administration Department, including filing, mail-outs, copying, committee rosters, and email.
Keep the parish death sacramental record up to date.
Schedule liturgical ministers for parish and school Masses using Ministry Scheduler Pro.
Maintain parish and school facility events and room reservations as needed, and update the facility reservation calendar using PDS Scheduler.
Communicate weekly security needs to the security scheduler as needed.
Attend weekly facility meetings and communicate room needs or conflicts.
Support the Pastoral Assistant and Director of Liturgy and Administration with clerical duties and back up the Pastoral Secretary during vacations and as needed.
Prepare schedules for liturgical volunteers and maintain rosters for liturgy ministries, including the Liturgy Committee, altar servers, ushers, Eucharistic ministers, lectors, and cantors.
Maintain sacristy supplies, including hosts, wine, vessels, and candles, and maintain altar server supplies and albs.
Serve as a resource for liturgical ministers’ questions.
Assist with service programs throughout liturgical seasons, including Lent, Advent, and Easter.
Help change seasonal church decorations and order flowers for the church.
Prepare worship aids and musicians’ music notebooks for funerals and meet with families as required.
Attend Liturgy Committee meetings, take minutes, and participate actively.
Complete other projects, tasks, and committee work as assigned.