Administrative Assistant

Job Type


Full-time

Description

SUMMARY

Under direct supervision, the Administrative Assistant performs parish-based duties associated with front office secretarial functions and provides administrative support to the Pastor or other department director. The Administrative Assistant operates at a complex clerical capacity and coordinates schedules and meetings, creates complex documents and reports, maintains filing systems, as well as provide general office support. May provide support to parish staff. Job duties vary by departmental assignment.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person's God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Performs secretarial duties for assigned department leader with minimal direction; may provide support for other departments as needed.
• Schedules and arranges meetings and appointments; organizes department meetings; answers and screens telephone calls; assists staff, visitors and others.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Produces the weekly bulletin by gathering, writing, editing, and designing content in Canva or other computer programs.
• Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the parish in a positive light.
• Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
• Distributes daily mail; organizes work by reading and routing correspondence, collecting information, and initiating communication.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Completes requests by answering or referring inquiries via the telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.
• Coordinates the activities of other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
• Ensures that the department leader and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.
• Professionally communicates and interacts with staff members, management team, volunteers, and diocesan officials.
• Maintains "customer" confidence and protects operations by keeping information confidential.
• Prepares reports by collecting information and data.
• Attends required meetings and gatherings.
• Contributes to team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Setting up, operating, and troubleshooting sound, video, and projection equipment for events and meetings.
• Performs all other duties as assigned.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. Proficiency in Canva and Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.


OTHER SKILLS AND ABILITIES

• A high level of organizational and interpersonal skill is required.


• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

• Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community. Confidentiality is essential.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.


PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.