Associate/Assistant

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:

Responsible for all data entry, filing, and administrative management duties in support of the Business Manager and Pastor.

Principal Accountabilities:

CCD Program

• Keep Teacher’s Log
• Keep Youth Log
• Organize Youth Programs
  • Working with teachers and Pastor
  • Yearly Safe Environment training sessions
  • Youth mass
• Organizing Classroom
  • Order supplies (books, ect.)
  • Possible help with classroom set up

Sacramental Records

• Keep books up to date with current information
• Get certificates out as needed

Inventory

• Excel spreadsheet of assets: church, hall, office (all churches).

Events

• Set up for Advent, Christmas, Lent & Easter
  • Order supplies
  • Get with CCD on programs
• Work with Pastor on
  • Weddings
  • Funerals
• Assist Business Manager
  • Reference letters
  • Filing
  • Typing checks
  • Opening mail

Bulletin

• Produce weekly bulletin
• Set up ads

Membership

• Keep up with new members in software
• Create/distribute cards to new members

Safe Environment

• Safe Environment Coordinator establishes, develops, maintains, and updates filing systems (hard copy and electronic).
• Prepares packets, coordinates materials needed, signup sheets and opening/closing of training room.
• Collaborates with the Business Manager to communicate Human Resources and/or Safe Environment policies and procedures to the parish.
• Assists with updating VIRTUS and preparing for audit.
• Ensures the electronic scanning and filing of all hard copy records.

RECORD RETENTION RESPONSIBILTIES:

• 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 ongoing inventory of correspondence.

Typical Decisions and/or Recommendations Made in This Position:

• Minimal Decisions and or recommendations made.

Supervision Given and/or Received:

• Moderate supervision given and or received.

Internal Contacts:

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

External Contacts:

• Parishioners, Diocese vendors, local, state, and federal agency representatives, and auditors.

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.
• A significant amount of time regularly spent on the telephone providing customer service support and problem solving for both internal and external customers.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese, Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic in good standing with the Catholic Church.
• Associates degree or experience in administrative management.
• Previous volunteer management, database management, budget, and/or social media experience preferred.

Knowledge and Skills Preferred:

• Strong computer skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate.
• Demonstrated aptitude for adaptability and flexibility.
• Demonstrated history of good judgement.
• Demonstrated analytical, customer service skills and the ability to multi-task.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Excellent writing skills (syntax, tone, and style).
• Excellent grammar, composition, spelling and referencing skills.
• 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.
• General ability and willingness to learn, use, troubleshoot, and implement/teach technology.
• Bilingual (Spanish/ English) is highly desirable, but not required.

FLSA Designation: Non-Exempt, Part-time 20-25 hours/week. On Site.