Parish Administrative Assistant

Catholic Diocese Of Fort Worth•Fort Worth, TX

11h•Onsite

About The Position

The Administrative Assistant is responsible for performing a variety of tasks to support the goals and operations of All Saints Catholic Church. This role requires a detail-oriented, proactive, and adaptable individual who can work both independently and as part of a team. The successful candidate will demonstrate strong communication skills, a commitment to quality, and the ability to manage multiple priorities. Because all Diocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work. As such, the Administrative Assistant should be a faithful and practicing Catholic.

Requirements

High School Diploma or equivalent required
Administrative Assistant experience 1-3 years preferred
Bilingual (Spanish/ English) required
Member in good standing of a Roman Catholic Church
Self-starter
Strong interpersonal skills with ability to maintain a professional, cordial, effective, service-oriented, and productive work relationship with the Pastor, Parochial Vicar, staff, volunteers, parents, and parishioners
Teambuilding, supervision, collaboration, and formation skills
Demonstrated ability to listen empathetically, make peace, and de-escalate
Demonstrated history of good judgement.
Demonstrated aptitude for adaptability and flexibility.
Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
Ability to meet deadlines and follow directives from Pastor or Chief of Staff 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

Responsibilities

Performs secretarial duties for pastor and other designated employees.
Serves as the primary point-of-contact for administrative interface to the parish - greets parishioners, directs questions to the appropriate departments, general administrative guidance, distributes and collects forms.
Maintains a regular, visible presence with parishioners throughout the week.
Greets parishioners warmly.
Responds to all incoming telephone calls, directs questions to appropriate departments, takes messages for Pastor and staff, and responds to messages left on the administrative assistant line.
Maintains the adequate stocking of relevant forms, guides, collects, protects, and delivers completed forms, guides in a timely manner.
Maintains positive and professional relationships with other staff members, and communicates with them regularly, to ensure adequate support for our parishioners.
Accurately and patiently listens to the concerns of our parishioners and responds with charitable responses and directs these concerns to the appropriate staff members.
Maintains Mass Intention book.
Develops and communicates baptism class schedule and baptism rite schedule.
Responsible for registering parishioners and visitors for baptism classes and baptism rites.
Accurately updates all sacrament records, complete requests for records (duplicate certificates).
Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law,
Fosters mutually responsive relationships with parish staff and the parish community at large.
Mitigates conflicts quickly and charitably.
Works independently and within teams on special nonrecurring and ongoing projects as assigned by Pastor or Business Manager.
Maintains a high level of attention to detail in the completion of administrative processes and procedures.
Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).
Performs other secretarial or office tasks as assigned by the Pastor and/or business manager
Supports staff requests for the output of computer data such as reports, directories, labels, etc.