Pastoral Administrative Assistant - Bilingual English/Spanish

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 Pastoral Administrative Assistant is the first point of contact between the parish and the parishioners. As such, is responsible for managing all forms of communication in the Parish Office between the pastor and parishioners.

Principal Accountabilities:

• Responsible for maintaining a thorough and accurate knowledge of the Employee Handbook.
• Responsible for maintaining personal familiarity and proficiency with all expected HR functions for this position (dictated by the diocese).
• Responsible for the proper storage and management (physical and electronic) of all personnel files.
• Oversees the performance evaluation process:
• Conducts annual performance evaluations for all direct reports.
• Ensures the satisfactory completion of annual performance evaluations for all employees.
• Trains supervisors in the proper execution of performance evaluations.
• Maintains a record of all performance evaluations in personnel files.
• Creates, reviews, and updates all job descriptions:
• Ensures every employee has a current and signed job description in their personnel file.
• Ensures job descriptions are reviewed annually.
• Coordinates with the diocesan HR department in crafting and posting job descriptions for all new positions the parish seeks to fill.
• Responsible for the timely and accurate completion of administrative deliverables to the diocese (new hire/onboarding forms, status change forms, termination forms, timecard approvals, etc.).
• Manages conflict and assists employees in finding HR-related resources.
• Coordinates the disciplinary process.
• Coordinates staff professional development and training.
• Assists the Pastor in the determination of staffing needs.
• Provide secretarial and clerical services to the Pastor.
• Be a catalyst for good cooperation and business relationships among all parish programs or departments, staff, committees and parishioners.
• Collaborates closely with the pastor, under his supervision, and with other members of the parish staff.
• Undertakes special projects as assigned by the Pastor.
• Responsible for all other projects, tasks, etc., as assigned.

Database

• Assist the Administrative Assistant with the ongoing maintenance of database records by asking for, receiving, and communicating information provided by parishioners or returned mail.
• Assists the Administrative Assistant in sending changes of information to the envelope company and the diocese.
• Coordinates with the Administrative Assistant to order offertory envelopes for parishioners, bi-monthly.
• Provides our parish census to the North Texas Catholic, Annual Diocesan Appeal, and parish newsletter.

Supervision Given and/or Received:

• Received: moderate supervision given to this position from Parish Pastor, Business Manager and/or Deacon
• Given: this position provides feedback and guidance to the Parish Administrative staff, volunteers, and/or vendors upon advice and consent of the Parish Pastor

Internal Contacts:

• Diocese Pastors, Priests, 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.
• 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 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:

• High School Diploma
• Experience in a parish or business office environment is a plus but not required

Knowledge and Skills Preferred:

• Excellent communication and presentation skills.
• Excellent time management skills.
• Proficient computer skills, including Microsoft Office Suite (Word, Excel, Power Point, Outlook).
• Detail oriented and organized.
• Demonstrated ability and willingness to learn.
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate.
• Ability to honor and maintain confidentiality
• 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 work well with people from a diverse variety of audiences.
• Bilingual (Spanish/ English) is highly desirable, but not required.

FLSA Designation: Non-Exempt, PT, 28 hours / wk., Onsite