General Summary of the Position

Supports the CFO and all administrative functions in the Business Office, including maintenance of the corporate records and documents for all Diocesan entities.   Administrative support is also provided to the Sr. Director of Financial Services, Controller, and Directors of Financial Services for Diocesan Parishes and Schools. Contacts frequently involve confidential matters necessitating a high level of discretion. Professionalism and promptness are necessities in this position.

Essential Duties and Responsibilities of the Position

• Maintains list of Diocesan Business Managers for frequent correspondence, updates, meeting notices and Diocesan billings to this group.
• Sets quarterly Business Manager meetings, collects and coordinates presentations and collaborates with hosting facilities on food (for in-person meetings) and information technology set-up for all meetings. 
• Coordinates periodic new Business Manager trainings for the Business Office, including coordination of presentations, facilities, technology and food.
• Prepares Finance Council quarterly binders; facilitates meeting preparation; maintains Finance Council member, Audit Committee member and Investment Committee member contact information.
• Sets annual Pastoral Center budget meetings; prepares budget review binders
• Assists with contract review and provides certificates of insurance and resolution of vendor issues as needed; helps with annual production of Casualty Insurance packets to parishes and schools.
• Coordinates multiple requests to Business Managers across the Diocese from the Business Office for submission of budgets, forecasts and year-end audits.  Helps with onboarding of Business Managers to new financial systems as needed.
• Maintains Business Office intranet site; coordinates updates to Accounting & Finance Policies and Procedures as needed.
• Performs daily administrative duties to support the CFO and Business Office (correspondence, setting meetings, managing phone calls, etc.).
• Manages Business Office staff contact information and arranges team meetings and events.
• Facilitates responses to inquiries and complaints, recurring reports and recurring correspondence.
• Manages the incoming and outgoing mail of the Pastoral Center.  Batches incoming checks as a part of the daily cash receipts processing.
• Requisitions Business Office departmental supplies and ensures equipment is operational.
• Other duties as assigned.

Additional Ministerial Responsibilities:

• Facilitates the annual update of consents and officers for all separately incorporated Diocesan entities.  Maintains the corporate records for all Diocesan entities – including formation documents, lease agreements, , consents, etc. 
• Maintains ImageQuest database for record retention of all Diocesan files including real estate deeds, trust documents, lease agreements, loans and contracts.
• Coordinates multiple requests to Business Managers across the Diocese from the Business Office for submission of budgets, forecasts and year-end audits.  Helps with onboarding of Business Managers to new financial systems as needed.

Position Requirements

Knowledge, Skills and Abilities:

• Excellent capabilities with Microsoft Word (ability to use all features) and working knowledge of Excel, Outlook, PowerPoint, Adobe and DocuSign.
• Working knowledge of video conferencing applications.
• Extensive experience in a professional office environment.
• Ability to organize files, events and materials in an efficient and successful manner.
• Proven ability to successfully communicate in verbal and written form.
• Very good interpersonal communication skills and be able to interact well with all who come to the Pastoral Center.
• Ability to learn new software programs as needed.
• Ability to maintain strict confidentiality in all matters.
• Ability to solve practical problems while dealing with a variety of concrete variables.
• Proficient in grammar and spelling as well as a professional phone presence.
• Knowledge of general business.
• Must have a very professional demeanor and appearance and strong interpersonal skills.
• Positive, practical attitude with balanced initiative.

Education and Experience:

• High School diploma or equivalent required, 2 years of college preferred
• Minimum of 5 years administrative assistant experience required
• Experience in the use of a personal computer and related software products

Special Requirements:

• Must be available to work a minimum of 9AM to 5PM five days a week, with occasional overtime (early and/or late)
• A Catholic in good standing is preferred
• Bilingual candidate a plus

Physical Requirements Specific to the Job:

• N/A

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.