General Summary of the Position

This position is responsible for performing a broad range of clerical and administrative duties in support of the Director of Security and Emergency Management. The role requires strong interpersonal and communication skills to effectively interact with internal staff, schools, parishes, and the general public. The employee will assist with daily operations and ensure the efficient management of the office in the absence of the Director or Assistant Director. Additionally, this position will participate in various police investigations and must maintain the highest level of confidentiality with all sensitive information.

Essential Duties and Responsibilities of the Position

• Screens and routes phone call, greets visitors, answers question and takes messages as needed.
• Processes incoming and outgoing mail for the Security and Emergency Management Department.
• Maintains accurate and complete files for department
• Process check requests to remit payment for all fees and dues for department.
• Manage the expenditures for the Director, Assistant Director and Department.
• Manages and maintains the working schedule for the Director of Security and the Assistant Director of Security.
• Daily communication with the Director of Security, providing updates on projects, meetings, schedule changes and other responsibilities.
• Requisitions departmental supplies and ensures equipment is operational including refreshment zones
• Schedules appointments and prepares for meetings, press conferences, speaking engagements, trainings, interviews and travel for Director of Security.
• Assists with the preparation of correspondence, slideshow presentations, agendas, reports, special projects and other documents for Director of Security.
• Updates and maintains contact databases and any other forms of information as directed by the Director of Security.
• Curates information on topics for the Director of Security by reading, researching, screening, collecting and analyzing information as requested.
• Assists in creating and distributing any documents, training, or any other said item as so instructed to do by the Director of Security within the time limit directed.
• Ready to Assist other Departmental staff as needed upon the direction of the Director of Security.
• Primary Coverage of the receptionist and switchboard to the Pastoral Center, whether hourly or entire days at a time when the receptionist is out or delayed for any reason.
• Punctuality, able to arrive on-time to work on a daily basis and work an entire scheduled day.
• Understanding and ability to work the Front Receptionist Desk.
• Any other duties not listed or described as may be instructed to carry out by the Director of Security and Emergency Management.

Additional Ministerial Responsibilities:

• NA

Position Requirements

Knowledge, Skills and Abilities:

• • Must have knowledge of MS Office suite (Word, Excel, Access, PowerPoint, Outlook, Teams)
  • Managing documents and forms in Adobe Acrobat, including converting documents from Acrobat to MS Word 
  • Must be able to work effectively on projects with minimal supervision
  • Ability to meet deadlines in a fast-paced, rapidly changing environment and working in collaboration with others
  • Good grammatical and writing skills
  • Effective telephone and people skills
  • Professional and respectful work attire worn while in the office or off-site.

Education and Experience:

• • High school diploma required; Associate Degree preferred.
  • 3-5 years’ experience in administrative or support role.
  • Experience or interest in law enforcement experience and investigations is  a plus.
  • Strong customer relations skills are an advantage.

Special Requirements:

• Fluency in Spanish, both written and spoken, is required.
• Demonstrates mental resilience, confidence, integrity, positivity, respectfulness, and reliability.
• Flexibility to occasionally adjust work schedule for events, trainings, or meetings as needed.
• Practicing Catholic in good standing is preferred.
• Reliable transportation to and from work and other designated locations is required.

Physical Requirements Specific to the Job:

• Ability to walk extensively, climb ladders, and lift objects weighing up to 50lbs.
• Willingness and ability to perform work outdoors in varying weather conditions as required.

DO NOT REMOVE

This Position Description is not intended to represent an exhaustive list of duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas Pastoral Center, which reserves the right to modify this Position Description without notice to the employee. This Position Description is not a contract and does not alter the employee’s at-will employment status.