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.

Ministerial Description:

The Tri-Parish Administrative Assistant is responsible for performing a variety of tasks to support the goals and operations of the three area parishes, St. Mary (Dublin), Sacred Heart (Comanche) and Our Lady of Guadalupe (DeLeon). 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 for all three parishes. 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 Tri-Parish Administrative Assistant should be a faithful and practicing Catholic. (St. Mary-Dublin/Sacred Heart-Comanche/Our Lady of Guadalupe-DeLeon)

Principal Accountabilities:

Answer phone and receive people at Tri-Parish Office at St. Mary
Perform secretarial duties for the priests and three parishes as needed
Keep event and meeting calendars current
Prepare and copy Tri-Parish Bulletin for weekly distribution
Assist with ordering Liturgical supplies as needed by the three parishes
Effectively communicate with Tri-Parish Pastoral Council and Tri-Parish Finance

Council

Attend meetings and trainings required at Tri-Parish, Deanery, and Diocesan

Levels

Ensure required reports are submitted to the Diocese of Fort Worth
Ensure sacramental records are kept current for all sacraments received and that

sacramental certificates are issued

Ensure sacramental records are located and replacement and updated

documents are issued when requested

Help to ensure compliance with parish and Diocesan policies and regulations
Perform duties of Safe Environment Coordinator

Includes working with Ministry Leaders to ensure volunteers are certified

Includes working with DRE’s to ensure “Empowering God’s Children” is

presented as required and reported in Virtus

Assist with Liturgy set-up as needed
Coordinate use of facilities for St. Mary
Identify and recommend process improvements to enhance efficiency
Perform other duties as assigned

Typical Decisions and/or Recommendations Made in This Position:

Minimal: Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received: by Pastor

Moderate supervision given by Pastor

Internal Contacts:

The Diocese, Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

Parishioners, Diocesan Staff.

Working Conditions and/or Physical Requirements:

This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
Ability to sit and perform computer work for lengthy periods of time.
Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
Ability to accept work interruptions while remaining focused on duties.
Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
Ability to lift up to 50 pounds without assistance and up to 75 pounds with assistance.
This position requires some evening and weekend work.

Travel Requirements:

Infrequent travel, by car, may be required to vendor for supplies, and/or Diocesan meetings.

Education and Experience Preferred:

High School Diploma or equivalent required
Administrative Assistant experience 1-3 years preferred
Bilingual (Spanish/ English) preferred but not required
Member in good standing of a Roman Catholic Church

Knowledge and Skills Preferred:

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

FLSA Designation: Non-Exempt, onsite. 29 hours per week

Tri Parish Administrative Asst

Job Description