Executive Assistant to the CFO/COO and Superintendent of Schools

Catholic Diocese Of Fort Worth•Fort Worth, TX

4d•Onsite

About The Position

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. General Position Summary: The Executive Assistant serves as a trusted partner in ministry by providing executive-level administrative assistant to the CFO/COO and the Superintendent of Catholic Schools, and administrative support for the finance department and schools office. This includes facilitating communication, preparing correspondence, maintaining files, handling phone calls, and offering general clerical support—all in a manner that reflects the mission and values of the Catholic Church.

Requirements

Minimum of three years of prior experience in an administrative support services role required.
Practicing Catholic with knowledge of the Catholic Church organization and function preferred.
Motivated, self-starter, with ability to work independently, schedule and produce work in a timely manner.
Proficient and professional in both oral and written communication.
Knowledge and support of the Catholic Church and its teachings
Ability to apply Scripture and Church teachings to everyday situations and to support others in doing so
Demonstrate ability to listen empathetically, make peace, and de-escalate.
Demonstrate history of good judgement.
Demonstrate aptitude for adaptability and flexibility.
Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word, Excel, PowerPoint. Visio is a plus.
Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
Ability to meet deadlines and follow directives from CFO/COO, Superintendent and other finance and school-related employees in a timely manner.
Ability to receive, understand, retain, and complete verbal and written tasks.
Ability to work independently as well as in teams.
Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
Ability to honor and maintain confidentiality.
Ability to work well with people from a diverse variety of audiences.
Excellent organization, prioritization, and communication skills.

Nice To Haves

Previous experience within a finance or finance-related department is a plus.
Previous experience within a school or school-related department is a plus.
Bilingual (Spanish/ English) is highly desirable but not required.

Responsibilities

Coordinate administrative support functions between Finance staff; including Department Heads and Chancery as required.
Assist executive with all facets of office management; ensure executive stays on schedule, assist with task reminders as assigned.
Operate independently and exercise independent judgment in completing assignments and work.
Perform general office duties in a proficient and professional manner; answering calls and emails, processing mail, filing, keyboarding, and organization of the physical office.
Prioritize and manage multiple projects simultaneously; follow up and follow through on issues in a timely manner.
Make appointments; schedule meetings; set up TEAMS meetings; make appropriate preparations for same, including notifying all parties involved, securing all corresponding information requested or needed.
Manage executive’s calendar and independently schedule appointments.
Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
Take minutes at scheduled meetings; attend agency and community meetings, collaborations and events as required.
Maintain accurate and timely record keeping and reporting. Maintain both paper and electronic files for the Finance Department.
Carry out all activities and assignments with confidentiality, discretion, and decorum.
Prepare Finance Department invoices and pay orders in a timely and accurate manner, including processing of insurance claim checks for the Central Office.
Coordinate the claim check processing with Catholic Mutual, the property management department and the designated parish/school and maintain database on same. Quarterly reconciliation of insurance recovery account with the Accounting Department.
Support the Controller by preparing confirmation letters and providing documentation for the annual audit for the Central Office, Nolan, and Cassata.
Serve as Notary Public.
Serve as backup administrative support for the Chancery on an as needed or special project basis.
Monitor department office supplies and order when needed.
Maintain the Finance Department filing system and other related files.
Prepare and submit monthly expense reports.
Obtain monthly copier totals for distribution to accounting.
Monthly download of Chrono correspondence in the Finance Department drive.
Distribute various investment reports to Diocesan parishes and school by mail or email.
Semi-monthly coverage for front-desk receptionist.
Maintain binder on Order Priests/Sisters assignments.
Maintain the Big Phone List with updates on priests and business manager contacts.
Assist the Director for Parish/School Services with semi-annual business meetings by reserving location, ordering/buying food, handling RSVPs, and preparing meeting agenda and speaker timeline.
Assist the Director for Fiscal Management with preparation of loan agreements for parishes/schools and logging loans on the Finance Department drive and filing loan agreements.
Contact point for the Diocesan accounts for Office Depot, Sam’s Club, Amazon, and DocuSign. (adding/deleting/updating users, etc.)
Administrator of the Diocesan account for Lands End (order and distribute program certificates for new employees and monitor the Catholic Center’s storefront).
Maintain and keep up to date Summary Project Proposal binder.
Prepare, get signed and post updated tax-exempt certificates and W-9’s on a quarterly basis.
Approve vacation/sick time entered as well as approving timecards on a semi-monthly basis.
Update the Catholic Center organization chart on an as-needed basis.
All other duties and tasks as assigned by the CFO/COO and Finance Department staff for the day-to-day operations.
Coordinate administrative support functions between Catholic School Office staff; including Department Heads and Chancery as required.
Assist Superintendents with all facets of office management; ensure executive stays on schedule, assist with task reminders as assigned.
Operate independently and exercise independent judgment in completing assignments and work.
Perform general office duties in a proficient and professional manner; answering calls and emails, processing mail, filing, keyboarding, and organization of the physical office.
Prioritize and manage multiple projects simultaneously; follow up and follow through on issues in a timely manner.
Make appointments; schedule meetings; set up TEAMS meetings; make appropriate preparations for same, including notifying all parties involved, securing all corresponding information requested or needed.
Organize all Principal meetings, Diocesan in-services, New Teacher Orientations, and retreats; make appropriate preparations for same, including reserving locations, ordering lunches, and preparing Liturgical planners when required.
Maintain School Directory.
Assist Superintendent with school budget.
Assist Superintendents with NCEA Data Bank, Annual and Accreditation Reports.
Prepare service records for former employees and distribute to parties involved.
Prepare transcripts for former students and distribute to parties involved.
Prepare History and Science Fair and Catechist certificates and distribute to parties involved.
Box Administrator which includes uploading files for principals to use and adding/deleting personnel.
Maintain School Department permanent record cards on current and former employees.
Manage Superintendents’ calendars and independently schedule appointments.
Take minutes at scheduled meetings; attend agency and community meetings, collaborations and events as required.
Maintain accurate and timely record keeping and reporting. Maintain both paper and electronic files for the School Department.
Carry out all activities and assignments with confidentiality, discretion, and decorum.
Monitor department office supplies and order when needed.
Maintain the School Department filing system and other related files.
Semi-monthly coverage for front-desk receptionist.
All other duties and tasks as assigned by the Superintendents and School Department staff for the day-to-day operations.
Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
Securely maintains a current work process binder for each project or major area of responsibility
Volunteer and training schedule archives.
Securely maintains an inventory of correspondence.