Administrative Asst

Liturgy Administrative Assistant, Safe Environment Coordinator and Facility Scheduler Backup

Date Revised: October 12, 2026

Reports to: Pastoral Assistant and Director of Music and Liturgy

Location: Holy Family Church

 6150 Pershing Ave, Fort Worth

 www.fwdioc.org 

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:

Support the Liturgy and Administration Department to provide a Christ-centered and safe environment at Holy Family. Also, help plan and facilitate the Liturgy Department needs during the liturgical year.  

Essential Functions of the Safe Environment Coordinator:

• To collaborate closely and effectively with program directors, the laity and the Diocesan Safe Environment Office to ensure that Holy Family Parish complies with the requirements of the USCCB Charter for the protection of Children and Young People. 
• To oversee the parish Safe Environment Program which plans, implements, and monitors the training and background checks of all employees and volunteers who minister and work in Holy Family Church using the Virtus database.
• Schedule yearly Safe Environment training sessions for volunteers to continue their compliancy in the SE program.

Essential Functions of the Administrative Assistant:

• To provide secretarial, administrative, and other related office services to the Liturgy and Administration Department. 
• Make sure the Sacramental Record for Parish Deaths is up to date.
• Scheduling of the Liturgical Ministers for Parish and/or School Mass via the Ministry Scheduler Pro.

Essential Functions of the Administration Department Facility Scheduler Backup

• Maintain the Parish and School facility events and room reservations for events on the campus as needed.
• Communicate the weekly security needs to the security scheduler as needed.
• Attend the weekly facility meeting, communicating room needs and/or conflicts as needed.

Job Duties

• Supports the Director of Liturgy and Administration Pastoral Assistant in clerical duties, filing, mail-outs, copies, committee rosters, email, etc.

• Maintains sacristy supplies, hosts, wine, vessels, candles, etc.
• Supports Administration Department and Pastoral Assistant: Backup for Pastoral Secretary during vacation and as needed. 
• Prepares the Liturgy Ministry Schedule: Utilizes Ministry Scheduler Pro for the scheduling of Liturgy volunteers.
• Maintains rosters of Liturgy Ministries such as Liturgy Committee, Altar Servers, Ushers, Eucharistic Ministers, Lectors and Cantors.
• Maintains altar server supplies and albs.
• Resource for liturgical ministers’ questions.
• Assists Director of Liturgy and Administration in Service Programs throughout the seasons, Lent, Advent, Easter, etc.
• Assists with changing the seasonal decorations in the church, order flowers for the church.
• Liturgy: Funerals – prepares a worship aid for the service, music notebooks for the musicians, meet with the families as required.
• Liturgy: Attends Liturgy Committee meetings and takes minutes, plus active participation.
• Maintains and updates the Facility Reservation Calendar for the Parish and School using the PDS Scheduler.
• Responsible for all other projects, tasks, committees, etc., as assigned.

Typical Decisions and/or Recommendations Made in This Position:

Minimal Decisions and/or Recommendations Made in This Position

Supervision Given and/or Received:

Moderate Supervision Given and/or Received

Internal Contacts:

• Diocese Pastors, Pastoral Assistant, Director of Music and Liturgy, 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.
• Ability to accept work interruptions while remaining focused on duties. 
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.
• Required to work some nights and weekends 
• Required to manage high to moderate levels of stress 
• Required to work in standard classroom and school conditions
• Required to lift or carry supplies, furniture, and equipment 
• Required to maintain composure and avoid inappropriate displays of emotion 
• Required to sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak on a daily basis 
• Required to perform repetitive physical tasks such as computer keyboarding, writing, and reading 

• Significant amount of time regularly spent answering and speaking on the telephone and corresponding via email. 
• Ability to climb stairs to second floor office.

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic, faithful to the Magisterium and in good standing with the Catholic Church, preferred
• High School Diploma / GED
• Undergraduate degree preferred
• Previous experience preferred
• Experience in an office environment with general secretarial experience

Knowledge and Skills Preferred:

• Able to communicate effectively in both written and verbal form in both targeted language(s) 
• Able to work well with others in the community 
• Strong organizational skills, with the ability to prioritize and manage multiple responsibilities effectively.
• Skill in organizing and relating information in an understandable format 
• Skill in job appropriate technology 
• Skill in critical thinking and planning
• Detail oriented and organized.
• Demonstrated ability and willingness to learn.
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Works well in a team setting.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Microsoft Office 365 / Intermediate to advanced capabilities with a heavy emphasis in Excel, PowerPoint, and Word.
• Demonstrated professional written and verbal communication skills.
• Ability to honor and maintain confidentiality.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to work well with people from a diverse variety of audiences.
• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate.

FLSA Designation: Non Exempt, (OCC), on-site.