Secretary

Job Description

Job Description

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.

MINISTRY DESCRIPTION:

Responsible for data entry of all parish database information, and general parish administrative interfacing.

Principal Accountabilities:

General Administration

• Serves as the primary point-of-contact for administrative interface to the parish: greets parishioners, assists with administrative questions, provides general administrative guidance, assists with registration needs, distributes and collects forms, identifies general needs and trends within parish life.
• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Responsible for the operating administrative budget (as it applies to his/her respective position) according to Diocesan and parish policies.
  • Coordinates with the Business Manager for next year’s budget submissions in accordance with promulgated deadlines.
  • Coordinates with the Finance/Accounting Manager for the submission of monthly budget reports.
• Demonstrates dynamic problem-solving skills through adaptable and flexible leadership. Clarifies the needs and directives of supervisors, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner.
• Foster 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.

Parish Relations and Interface

• Responsible for the recruitment, scheduling, and management of front office volunteers.
• Maintains a regular, visible presence with parishioners on Sundays and throughout the week.
• Greets parishioners warmly.
• Charitably de-escalates in moments of tension and/or conflict.
• Maintains the adequate stocking of relevant forms, guides, and feedback cards for our parishioners; collects, protects, and delivers completed forms, guides, and feedback cards to the appropriate party 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, instruction, or assistance as needed.
• Effectively guides parishioners through technological and administrative challenges.

Database

• Responsible for the collection and entry of basic parishioner registration data.
• Management of database records by identifying members or accounts in need of deletion, updating addresses, and communicating any other information provided by parishioners or returned mail.
• Updates the Business Manager on the status of the parish database system (website and app) management.
• Sends change of information to the envelope company and the Diocese.
• Orders offertory envelopes for parishioners, bi-monthly.

Communications

• Integrates and aligns with Diocesan communication.
  • Maintains a current and professional relationship with Diocesan Communications Department Staff and applicable Advancement Foundation Staff.
  • Attends all in-person and/or virtual Diocesan communications training events.
  • Effectively uses Diocesan communications resources.

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 inventory of correspondence.

Internal Contacts:

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

External Contacts:

• 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 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:

• Associates degree or experience in administrative management.
• Previous volunteer management, database management, budget, and social media experience preferred.
• Practicing Catholic in good standing with the Catholic Church
• Must pass a background and credit check

Knowledge and Skills Preferred:

• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate
• Successful completion of the Diocesan Safe Environment process.
• 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.
• Strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Demonstrated history of good judgement.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Demonstrated aptitude for adaptability and flexibility.
• General ability and willingness to learn, use, troubleshoot, and implement/teach technology.
• Bilingual (Spanish/ English) is highly desirable, but not required.
• Excellent organization, prioritization, and communication skills.
• Must demonstrate strong organizational skills, including the ability to manage multiple tasks, prioritize competing responsibilities, and adapt effectively to interruptions in a busy work environment.

FLSA Designation: Non-Exempt, Full-Time 40 hours/week