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.
General Position Summary: The Executive Assistant is responsible for providing secretarial, administrative, and other related office services to the Chancery, serving the Vicar General & Moderator of the Curia, Director of Theologian Seminarian Formation, Chaplain & Director of TCU Newman Center
Principal Accountabilities
- Prepares reports, memos, letters, and other documents using MS Office as needed. This includes documenting and distributing meeting minutes, filing, and retrieving Diocese documents, records, and reports, while maintaining strict confidentiality.
- Answers phone calls and directs callers to the appropriate parties or takes detailed messages. Manage incoming and outgoing mail and forward to Priests or parishes. Reads and analyze incoming memos, submissions, requests, and reports to determine significance and follows-up accordingly.
- Sets up and maintains files for newly ordained, new arrivals, retirees, and transfers of assignment.
- Updates MASTER lists, Distribution lists, and clergy files.
- Files all documents at the chancery, serves as the Archivist
- Participate in Daily Mass as Lector to include setting up/cleaning once a week. Instruct new sacristans and lectors on setting up daily Masses.
- Oversee the process of requesting and submitting Letters of Good Standing to and from Chancery.
- Manages bi-nation and Mass stipend funds, provides acknowledgement, and selects entities on a local, national, and international level for distribution of funds.
- Manages Priest Mass coverage and schedules on as need basis. Maintains databases for Priests on vacation, sick schedules, and other misc. schedules as needed.
- Maintains Current Mass attendance for all parishes within the Diocese.
- Assists priests with Credit Card, Expense Reports and reimbursements.
- Guide and assist clergy, staff, parishes, schools and other Diocesan organizations on properly submitting yearly data for the Official Catholic Directory (OCD), Annuarium, and Quinquennial Reports.
- Identifies, defines, and processes data, ensuring quality and accuracy, for the Annual Report to Rome as well as compiling records of statistical reports, OCD, Mass counts, etc.
- Assist with events on the day of as needed
- Responsible for all other projects, tasks, etc., as assigned.
- Responsible for ordering supplies for the Chancery Office and maintaining the coffee and printer area stocked up.
- Types up Decrees and Assignment Letters
- Participate in Daily Mass as a reader to include: Instruct new sacristans and readers
- Must be Bi-lingual (English/Spanish)
Typical Decisions And/or Recommendations Made In This Position
The incumbent must use good judgment and know when to take and/or provide feedback, suggestions, etc., as needed.
- Provides guidance to Seminarians, Priests, Deacons, Diocesan employees, and/or vendors as necessary, concerning policies and procedures.
Supervision Given And/or Received
- Received: Moderate supervision given to this position.
- Given: This position provides feedback and guidance to vendors upon advice and consent of the Chancellor, General Counsel, and/or Bishop.
Internal Contacts
- The Diocese, Pastors, Priests, Seminarians, Principals, Business Managers, and employees.
External Contacts
- Parishioners, 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 answering and speaking 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 that 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, along with occasional trips to vendor locations for meetings.
Education And Experience Preferred
- Two years of college required. Bachelor’s degree preferred or equal years of experience.
- Two years of experience as an Executive Assistant to a high-level executive within an organization. Experience within a Catholic Church environment is preferred.
- A strong knowledge of the Catholic faith, certification in a religious studies program or willingness to obtain such a certification is preferred.
Knowledge And Skills Preferred
- Member in good standing of a Roman Catholic Church.
- Knowledge of the Catholic Church organization and functions.
- Demonstrated professional written and verbal communication skills.
- Demonstrated ability to listen empathetically, make peace, and de-escalate
- Demonstrated history of good judgement.
- Demonstrated aptitude for adaptability and flexibility.
- Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word, PowerPoint and Excel.
- Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
- Ability to meet deadlines and follow directives in a timely manner.
- 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.
- Ability to honor and maintain confidentiality.
- Ability to work well with people from a diverse variety of audiences.
- Excellent organization, prioritization, and communication skills.
- Bilingual (English/Spanish)
FLSA Designation: Exempt. FT 40 hours, Onsite, 8am-5pm M-F
