General Summary of the Position

Under the direct supervision of the Pastoral Administrator, performs all administrative functions at the front desk including answering phone calls, greeting guests, assisting with mass dedications and other requests, and receipt and distribution of mail and packages. Records contributions and maintains vendor, correspondence, facility maintenance & contract files. The Administrative Assistant is the first point of contact with the Pastoral Administrator and should present a positive, professional image to all staff and visitors to the church office.  Responsible for the general organization and smooth operation of the front office.

 

Essential Duties and Responsibilities of the Position

·       Assists the Pastoral Administrator with his office and pastoral duties.

·       Assists in the preparation of various sacraments.

·       Assists in liturgical planning and execution of the liturgy during holy week and when needed.

·       Assists with funeral planning and coordinates such planning in the absence of the priest.

·       Assists visiting priests with liturgy and their needs.

·       Assists with marriage and annulment preparation.

·       Welcome guests, answers phone calls, check parish office email and directs enquiries.

·       Distribute the mails and assist with any mailing needs.

·       Facilitates the scheduling of parish activities and room reservations, publishes events on the parish calendar.

·       Oversees the timely opening and closing of the office each day. Ensures all machines are on/off, voicemail greeting is accurate, windows and doors are unlocked, and all appropriate lights and air conditioning/heat are on/off.

·       Prepares weekly bulletin which is approved by the Pastoral Administrator.

·       Oversees safe environment of all volunteers and staff.

·       Manage announcement requests.

·       Writes the prayer of the faithful for Sundays and holy days of obligation.

·       Ensures money collection bags, announcements folder, prayers of the faithful, blessings, bulletins, and any other necessary item are at the Church or parish hall.

·       Generates certificates and/or information for sacraments as requested.

·       Oversees inventory of office supplies and orders when necessary with the Pastoral Administrator’s approval.

·       Team meeting agenda.

·       Able to adapt to the needs of the office and to work with all members of the team under the direction of the Pastoral administrator.

·       Other duties as assigned by supervisor

 

Position Requirements

– Knowledge, Skills and Abilities:

– Ability to honor and maintain confidentiality

– Ability to multi-task; be flexible and capable of handling a variety of on-going projects at the same time

– Self – starter and takes initiative with limited supervision

– Ability to work collaboratively with others

– Strong administrative and organizational skills

– Professional demeanor and appearance

– Solid working knowledge of computer software such as Microsoft Word, Excel, Access, Outlook,

– PowerPoint, Publisher and Google calendar

– Computer savvy with Database systems; primarily to become familiar with Parish Data System software

– Demonstrate reliability, punctuality, and personal integrity. Personal issues do not interfere with professional responsibility.

– As all diocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the teachings, goals, and mission of the Church in performing their duties

– Excellent interpersonal skills and personal demeanor

 

Education and Experience:

·       High School Diploma

·       2 – 3 years’ experience in an office environment

·       Proficiency in computer skills

·       Ability and willingness to learn new skills

 

Special Requirements:

– Practicing Catholic in good standing
– Must clear Safe Environment
– Available to work some evenings and weekends when needed
This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Catholic Diocese of Dallas.

 

Catholic Diocese of Dallas reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.