Pastoral Assistant

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: 

The Pastoral Assistant provides administrative and pastoral support to the Pastor by coordinating schedules, communications, parishioner needs, meeting preparation, sacramental logistics, and special pastoral projects in support of the parish mission.

Principal Accountabilities:

Pastoral Support

• Assist the Pastor with his calendar, appointments, and meeting schedules; prepare agendas and materials as necessary.
• Draft, proofread, and distribute correspondence, announcements, and reports on the Pastor’s behalf.
• Keep the Pastor informed of parish activities, concerns, and communications.
• Screen and prioritize communication; maintain confidentiality in all sensitive matters.
• Coordinate logistics for sacraments and special liturgies (e.g., weddings, funerals, confirmations).
• Serve as liaison between the Pastor, ministry leaders, and other as required.
• Assist with hospitality arrangements for clergy and guests.
• Help implement pastoral directives and initiatives in alignment with parish mission and goals.
• Attend staff meetings and complete special projects assigned by the Pastor.
• Assists parishioners with basic questions, registration needs, forms, and general parish information.
• Receives, logs, annotates, and maintains Mass Intention requests, ensuring accurate recording, proper scheduling, and timely communication with the Pastor, parish staff, and requestors as needed.
• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Foster mutually responsive relationships with parish staff and the parish community at large
• Works independently and within teams on special nonrecurring and ongoing projects as assigned.
• Assist the Director of Religious Education with Sacramental Records.

Parish Relations and Interface

• Maintains a regular, visible presence with parishioners throughout the week.
• Charitably de-escalates in moments of tension and/or conflict.
• 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.

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
• Securely maintains an inventory of correspondence.

Internal Contacts:

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

External Contacts:

• Parishioners, ministry leaders, clergy guests, funeral homes, funeral planning and scheduling, families, and diocesan offices as needed.

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 parish office, volunteer coordination, scheduling database, or communication experience preferred.
• Practicing Catholic in good standing with the Catholic Church
• Must pass a background, credit check, and complete all required diocesan screening.

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, PT 24 hours/week (9:00-5:00 Monday - Thursday and 9:00-12:00 Friday), Onsite, daily work schedule will adjust to the priest schedule.