Parish Office Admin Asst. / Ministry Coordinator

Full-time

Description

The Administrative Assistant to the Parish enhances the effectiveness of the administration by coordinating and providing professional administrative support services. In addition, the Position coordinates pastoral services of the parish in support of the Pastor’s office, such as Baptisms, Communion, Confirmation, Weddings, and Funerals, as well as coordinates the parish ministries.

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 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.

· Assists the Pastor by providing general administrative and support duties

· Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics whether by scan, fax, or e-mail.

· Ensures that the Pastor and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.

· Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.

· Prepare reports by collecting information and data.

· Maintains personal contacts, files, and documents.

· Data Entry for faith formation, ministry schedule and parish program

· Ensures timely and professional communication with the stakeholders within the parish community.

• Organizes special events, luncheons and other formal and informal meetings as requested by the Pastor.
• Attends required meetings and gatherings, taking meeting minutes and offering help as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Contributes to team effort by accomplishing related results as needed.
• Coordinate the planning and execution of all liturgical celebrations, including prayer services, confirmation, baptism, reconciliation, weddings, funerals, and anointing the sick.
• Work with volunteers and Liturgical Committee to recruit, train, and schedule volunteers for each Liturgical Ministry, Sacrament, and Pastoral Care ministries.
• Coordinate the planning and execution of Church Liturgical environment.
• Maintain the Church schedule and calendar.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Practice of the Catholic faith is required in order to be considered for this position. 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

Bachelor's Degree preferred; minimum of six (6) years at the Executive Secretary/Administrative Assistant level; and/or 3 years as an office supervisor or office manager. Must have experience in technology-based office management and office support.

OTHER SKILLS and ABILITIES

• Requires proven multi-tasking capabilities. 
• Ability to effectively prioritize tasks and time demands.
• Attention to detail and working well with others is also required. 
• A high level of organizational and interpersonal skills is required. 
• Must possess the ability to read and analyze routine correspondence and compose appropriate responses; ability to respond effectively to common inquiries from internal and external sources; ability to effectively present reports and information to constituents. 
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook. 
• Requires excellent writing skills. 
• Must possess a heightened sense of confidentiality and a strong sense of respect for and knowledge of the Roman Catholic Church. 
• Must be able to work well with various personalities within the Catholic Church.
  
  

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 at weekends, as needed. Must be willing to work in conditions of stress and function well under pressure. 

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· 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. You 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.

· A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential for job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.

Note to potential candidate :

This position is well suited for any individual that has excellent data entry skills. You are very organized and can multi-task. Attention to detail is your strong suit and asking for help when needed. We look forward to meeting with you.

Salary Description

$20 / hour