Description
SUMMARY
The administrative assistant enhances administrative effectiveness by providing clerical support to the parish office and church narthex. The administrative assistant operates at a complex clerical capacity and answers phones, directs calls, creates complex documents and reports, maintains filing systems, assists visitors, as well as provide general office support. Job duties vary by departmental assignment.
The Diocese of Orlando four core values lay the foundation for the work performed by employees:
- Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.
- Respect: Affirming each person’s God-given dignity and uniqueness.
- Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
- 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.
- Drafts and types business correspondence; organizes team meetings; transcribes letters, minutes, and statements; 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. Assists in updating parish social media.
- Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the parish in a positive light.
- Posts and maintains parish online calendar, main point of contact for parish ministry meeting requests.
- Opens and distributes daily mail and makes determination as to importance and priority; 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 front office volunteers for telephone coverage, vacation coverage, daily break and lunch coverage.
- Responsible for organizing and utilizing office volunteers.
- 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.
- Performs all other duties as assigned.
Requirements
- Must possess at least a High School Diploma or GED.
- This role requires an individual who can multi-task and adapt to changing priorities.
- Individual should be able to interact with staff, parishioners, and visitors with a high level of professionalism.
- Candidates should be proficient in the use of Microsoft Word. Knowledge of Microsoft Excel, Publisher, and database experience is a plus. Individual must have strong organizational skills and be a self-starter.
- Ideal candidate will be someone with a deep appreciation and respect for the Catholic Church and its teachings. Committed to supporting our Parish Mission: A Family of Believers Called by God the Father to Make Disciples of Christ.
- Bilingual English / Spanish preferred.
- Work schedule includes Saturday / Sunday.
- Must pass Diocesan Safe Environment Requirements and background screening/fingerprinting.
- Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the church, not violate the faith morals or laws of the Church or Diocesan policies.
