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Technology and Administrative Asst

Technology and Administrative Asst

Catholic Diocese Of Fort WorthFort Worth, TX, US
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Job Description

Job Description

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 technology, weekly bulletin production, and general parish administrative interfacing, providing a welcoming interface with the parish staff and volunteers

Principal Accountabilities :

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.
  • 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.
  • Receives and places telephone calls, schedules appointments as requested, types written communications (letters, reports, memos) and processes mail. Greets and refers visitors to the appropriate ministers, services, or agencies. Opens and distributes incoming mail and arranges for delivery of outgoing mail daily.
  • Establish office record-keeping systems including sacramental records.
  • Receives and places telephone calls, schedules appointments as requested, types written communications (letters, reports, memos) and processes mail. Greets and refers visitors to the appropriate ministers, services, or agencies. Opens and distributes incoming mail and arranges for delivery of outgoing mail daily.
  • Establish office record-keeping systems (not sacramental records). Develops and maintains filing systems and maintains schedule of office hours and meetings.
  • Fosters effective communication among all people including parish staff, volunteers and parishioners. Maintains a cooperative spirit with staff members.
  • Schedules for parish facilities’ use. Develops and maintains a calendar that identifies the time, date, and name of ministry as well as room scheduled to use. Maintain office calendar.
  • Oversees inventory of office supplies.
  • Attends staff meetings, ministry council meetings and strives to work with other ministry leaders and staff persons in a supportive manner.
  • Performs other tasks assigned by the Office Manager and / or Pastor.
  • Manages the keypad entry system.

Database

  • Coordinates with and assists the Business Manager in parish database system (website and app) management.
  • Supports staff requests for the output of computer data such as reports, directories, labels, etc.

    • Parish Bulletin

  • Coordinates with clergy and staff for the weekly drafting, editing, posting, and printing of the bulletin.

    • Responsible for creating and reviewing content in accordance with copyright law and policing and removing content that may risk copyright infringement.

  • Coordinates a synchronized schedule for e-bulletin posting so it compliments the distribution of physical copies as closely as possible.
  • Ensures the Business Manager, Parish Coordinator, and Event Manager can access the software programs, websites, files, etc. relevant to bulletin production.

    • Parish Website

  • Responsible for the presentation, maintenance, and on-going upkeep of the parish website.
  • Coordinates with clergy and staff for the weekly and seasonal drafting, editing, posting, and upkeep of the parish website :

    • Administers the website in accordance with the Pastor’s and / or Chief of Staff’s vision and polices the content requested and posted to conform to this vision.

  • Reviews new content requests for content and style and proofreads them for grammar and spelling (English and Spanish).
  • Responsible for creating and reviewing content in accordance with copyright law and policing and removing content that may risk copyright infringement.
  • Reviews, edits, and posts approved new content submissions within 3 working days of receipt.
  • Reviews the website weekly and removes all outdated or inaccurate content immediately.
  • Maintains an efficient, effective, attractive, and ergonomic style and design so that regular and high priority information can be accessed within 3 clicks or less by a viewer.
  • Responsible for driving parish inputs and processes to ensure operations remain within service agreement and schedule requirements.
  • Serves as a liaison to the vendor; maintains a professional relationship with the vendor and a current inventory of relevant contacts to address parish needs; coordinates website upgrades, updates, maintenance, and service periods.
  • Ensures the Business Manager, Parish Coordinator, and Event Manager can access the software programs, websites, files, etc. relevant to website production.

    • Other Technical Assistance

  • Assists clergy and staff with Narthex monitor operations :

    • Assists with technical difficulties.

  • Monitors and edits slide deck presentations.
  • Facilitates cloud operations over hardware operations as much as practicable.
  • Parish Social Media Accounts

    • Maintains administrative permissions to all parish social media accounts.

  • Assists clergy, staff, and volunteers with constructing, editing, and posting appropriate and accurate content.
  • Responsible for creating and reviewing content in accordance with copyright law and policing and removing content that may risk copyright infringement.
  • Makes edits and suggestions intended to make the accounts more attractive, accessible, and effective.
  • Adheres to the teachings of the Catholic Church in all matters related to social media :

    • Responsible for the accurate articulation of quotes, ideas, teachings, and concepts.

  • Actively and proactively avoids posting content which can result in scandal or the misrepresentation of church teaching.
  • Immediately reports any account activity that may be threatening, intimidating, harmful, unprofessional, in poor taste, or of general concern to supervisors.
  • Photos and Recordings :

    • Assists in facilitating professional-grade photos and recordings for parish operations.

  • Coordinates with vendors and / or manages software so products can be printed and / or posted to the website, bulletin, social media, other forms of electronic communication, etc.

    • RECORD RETENTION RESPONSIBILTIES :

  • 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.
  • Maintains a current work process binder for each project or major area of responsibility.
  • Maintains an inventory of correspondence.
  • Maintains call logs with appropriate call back information

    • VOLUNTEERS :

  • Administrative support volunteers, such as event forms, room reservations, current up to date parish calendar.

    • 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 :

  • Associates degree or experience in administrative management.
  • Previous volunteer management, database management, budget, and social media experience preferred.
  • Practicing Catholic in good standing with the Catholic Church
  • Must pass a background and credit check

    • Knowledge and Skills Preferred :

  • Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate
  • Successful completion of the Diocesan Safe Environment process.
  • Excellent organization, prioritization, and communication skills.
  • Excellent time management skills.
  • Excellent writing skills (syntax, tone, and style).
  • Excellent grammar, composition, spelling and referencing skills.
  • 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.
  • Strong computer skills in Microsoft Office Suite, especially in Word and Excel.
  • Demonstrated history of good judgement.
  • Ability to honor and maintain confidentiality.
  • Ability to work well with people from a diverse variety of audiences.
  • Demonstrated aptitude for adaptability and flexibility.
  • General ability and willingness to learn, use, troubleshoot, and implement / teach technology.
  • Bilingual (Spanish / English) is highly desirable, but not required.

    • FLSA Designation : Non-Exempt, Onsite Part-Time 25 hours / week, Flexible with schedule when needed to cover shifts

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