Secretary, Administrative​/Clerical

Job Title

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.

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

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.

• 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.

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

• Diocese vendors, local, state, and federal agency representatives, and…