Administrative Assistant Formation

14 hours ago

Bedford, United States Catholic Diocese of Fort Worth Full time
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 formation information and coordinates, supports and oversees the administrative responsibilities for the Formation Department.

Principal Accountabilities:

General Administration
  • Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law
  • Prepares, manages, implements, and is responsible for the operating administrative budget (as it applies to his/her respective position) according to Diocesan and parish policies
    • Coordinates with the Director of Faith Formation for next-year budget submissions in accordance with promulgated deadlines.
    • Coordinates with the Director of Faith Formation 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.
  • Fosters 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.
  • Maintains a high level of attention to detail in the completion of administrative processes and procedures.
  • Proofreads and edits drafts of departmental products for spelling, grammar, accuracy, and conformity to prevailing guidance. Responsible for accuracy, clarity and translation (as applicable) of final copy.
  • Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).

Database
  • Responsible for the data entry of sacramental or formation information.
  • Responsible for the review and management of formation information on the parish database; ensures information available to the public is accurate, relevant, easy to understand, and available in both English and Spanish (as applicable).
  • Supports staff requests for the output of computer data such as reports, directories, labels, etc.
  • Coordinates with the Business Manager for Diocesan reports pertaining to sacraments and formation metrics.
  • Assists the Parish Coordinator and Formation Department staff with parish registration initiatives; this may occasionally include attendance and participation at events on evenings and weekends.

Sacramental Records
  • Maintains the parish books for baptisms, first communions, confirmations, RCIA/OCIA, and anointings.
  • Assists parishioners and staff with the distribution of information, completing forms, and certificate generation.
  • Assists Formation staff in the collection of sacramental information; maintains contact and relationships with those interested or actively in pursuit of the sacraments or formation; follows up with those who have taken a pause in their formation journey; maintains an inventory of outstanding information/requirements as well as those received.
  • Establishes, develops, maintains, and updates filing systems (hard copy and electronic). Retrieves information from files when needed.
  • Maintains Formation Department archives.
  • Ensures the electronic scanning and filing of all hard copy records.
  • Audits records for PII protection and compliance; records and communicates deficiencies, makes appropriate corrective actions, and stores or destroys when appropriate.

RECORD RETENTION RESPONSIBILTIES:
  • Maintains a current work process binder for each project or major area of responsibility.
  • Volunteer and training schedule archives.
  • Maintains an inventory of correspondence.
  • Maintains call logs with appropriate call back information

VOLUNTEERS:
  • Administrative support volunteers

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:

Knowledge and Skills Preferred:
  • Practicing Catholic, faithful to the Magisterium, and in good standing with the Catholic Church.
  • Associates degree or experience in administrative management.
  • Previous volunteer management, database management, and budget experience preferred.
  • Ability to work well with people from a diverse variety of audiences.
  • 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 work nights and weekends.
  • Excellent organization, prioritization, and communication skills.
  • Excellent time management skills.
  • Excellent writing skills (syntax, tone, and style).
  • Excellent grammar, composition, spelling and referencing skills.
  • Willingness to continue with personal and professional development.
  • Demonstrated competency in Microsoft Word, Excel, Outlook and Parish Data Systems.
  • Demonstrated history of good judgement.
  • Demonstrated aptitude for adaptability and flexibility.
  • General ability to work with, troubleshoot, and learn how to use technology.
  • Bilingual (Spanish/ English) is highly desirable, but not required.

FLSA Designation: Non-Exempt Occasional 15 hours per week

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