Administrative Assistant

Administrative Assistant (Financial Support)

The Administrative Assistant (Financial Support) enhances parish operations by providing administrative and financial support to the Pastor, Business Manager, or Operations Manager. This position performs clerical and financial coordination duties, including preparing financial documentation, supporting payroll processes, and coordinating with Diocesan Shared Accounting Services (DSAS). Responsibilities vary based on parish size and structure.

The Diocese of Orlando's 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:

Administrative Responsibilities

Provides administrative support to parish leadership, including scheduling, correspondence, and document preparation.

Maintains organized records and filing systems for administrative and financial documentation.

Assists with coordinating meetings, communications, and parish office operations.

Responds to internal and external inquiries in a timely and professional manner.

Financial Responsibilities

Coordinates communication with Diocesan Shared Accounting Services (DSAS) regarding financial documentation and processing.

Assists with coding and organizing accounts payable documentation for submission.

Prepares and submits weekly accounting packages to DSAS.

Assists with preparing bank deposits and maintaining records of receipts.

Assists in reviewing financial reports and identifies discrepancies for follow-up with appropriate parties.

Assists with the preparation of the operating budget, as required.

Human Resources Responsibilities

Assists in payroll coordination by reviewing timecards for completeness and submitting payroll information to centralized payroll services, as assigned, and under the direction of parish leadership.

Assists with onboarding and offboarding processes and maintains related documentation in the HRIS system.

Supports employee record maintenance and responds to routine payroll or HR-related questions, escalating as needed.

Assists in ensuring compliance with diocesan background screening requirements.

Additional Responsibilities

Performs additional duties and projects as assigned.

Maintains confidentiality and handles sensitive information with discretion.

Supports parish operations by assisting with administrative and financial processes as needed.

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 required.

Two (2) or more years of experience in an administrative, clerical, or financial support role preferred.

Experience working with financial processes such as accounts payable, deposits, or payroll coordination preferred.

Experience working in a parish, school, or faith-based environment preferred.

Other Skills and Abilities:

Strong organizational and time management skills with attention to detail.

Ability to perform clerical and administrative tasks with accuracy and efficiency.

Basic understanding of financial processes such as invoice handling, deposits, and payroll support.

Proficiency in Microsoft Office applications, including Word, Excel, and Outlook; experience with HRIS or financial systems (e.g., Paylocity) preferred.

Ability to follow established procedures and work under direction while managing multiple tasks.

Strong communication skills, both written and verbal, with the ability to interact professionally with parish staff, parishioners, and diocesan offices.

Ability to maintain confidentiality and handle sensitive financial and personnel information with discretion.

Ability to learn new systems and processes and adapt to changing priorities.

Working Environment:

Work is primarily performed in an office setting. The employee may be required to work more than 40 hours, including occasional evenings and weekends. The position involves extensive computer use.

Physical Requirements:

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling objects and materials of light weight (up to 15 pounds). Tasks may involve extended periods of time at a keyboard or workstation.