Administrative Asst

1 month ago

Fort Worth, United States Catholic Diocese Of Fort Worth Full time
Job DescriptionJob Description

General Position Summary: administrative assistant is responsible for providing administrative support to the directors of the diaconate and chaplaincy, and diaconate formation and staff on activities associated with formation and ministry.

Principal Accountabilities:

  • Create and manage office calendar and all formation schedules and special events.
  • Perform data entry and prepare expense reports, draft letters, spreadsheets, and other documents.
  • Maintain and update files, including files of class materials and students’ contact information.
  • Process and track pay orders for various vendors, instructors, and reimbursements.
  • Deposit money of payments (cash receipts) and/or create invoices.
  • Send invoice to parishes for materials ordered for prison and hospital ministries.
  • Keep records of expenses up-to-date and provide monthly expenditure report.
  • Maintain financial records for facilitators, vendors, priests, and deacons.
  • Send out course evaluations to students, compiles results, and submits final report.
  • Assist the assistant directors of intellectual and pastoral formation as needed.
  • Prepare, in collaboration with coordinator of admissions, admission and recruitment materials, application materials, and data for admissions committee to review students.
  • Coordinate formation events and manage all meeting details such as room reservations, preparing agendas, securing IT equipment, catering, etc.
  • Order all textbooks, course materials, and supplies needed for classes.
  • Sort and route incoming correspondence, including email and letters to clergy.
  • Mail out worship aides, Living Faith, La fe viva, the Word Among Us, La Palabra, and celebrations as directed in mail outs binder (keep record, update address, and file).
  • Receive and send liturgical materials to volunteers and jails (keep list updated).
  • Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders, and verifying receipt, including English and Spanish bibles for prison ministry.
  • Responsible for all calls to the main office phone number, retrieving voicemails, answering, and directing all calls to appropriate staff members.
  • Attend bi-monthly formation staff meetings.
  • Assist, as needed, at retreat masses for priests/deacons (mass set up, vestments, worship aides, etc.).
  • Keep Deacons’ information updated (folders in Chancery vault)
  • Send correspondence to deacons as requested by director.
  • Create flyers for retreats for deaf ministry and masses.
  • Assist at special masses (Martin Luther King Jr.) and events.
  • Meet all deadlines set by the directors.
  • Responsible for all other projects, tasks, etc., as assigned.

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 business needs, tight deadlines, and heavy workloads.
  • Ability to lift 30 pounds without assistance and to sit and perform computer work for lengthy periods of time.
  • Ability to work remotely when needed.
  • The working hours: 8am to 5pm, Monday-Friday. There is flexibility in working hours depending on special events.

Travel Requirements:

  • Some travel is required.

Education and Experience Preferred:

  • High school diploma/GED or bachelor’s degree (preferred).
  • 3-5 years of experience working in a school/academic administrative environment. (preferred)

Knowledge and Skills Preferred:

  • PC proficiency, including MS Office applications (including Word, Power Point, Outlook, Excel, etc.) with ability to create spreadsheets.
  • Familiarity with social media and distance education/learning and, Zoom.
  • Must have ability to communicate effectively and timely.
  • Fluent in Spanish is strongly recommended.
  • 3-5 years of experience working in an office environment with typical office equipment.

FLSA Designation: Non-Exempt

Job Grade: Full–Time

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