Description:
SUMMARY
The administrative assistant enhances administrative effectiveness by providing clerical support. 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. Job duties vary by departmental assignment. Assists with projects for the Cathedral's worship ministries as needed.
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, is 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; drafts and types business correspondence; organizes department meetings; makes travel arrangements; takes dictation and 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.
- Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the department 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.
- 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.
- Works with other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage; 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.
- Prepares PowerPoint computer presentations for outlines or notes.
- 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:
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 and at least three (3) years of experience in an office setting.
OTHER SKILLS and ABILITIES
- Experience with Office 365, including Word, Excel, Outlook, and SharePoint
- Possesses welcoming demeanor and a clear and pleasant speaking voice.
- Ability to stay focused and organized under pressure.
- Strong interpersonal skills.
- Ability to multi-task and prioritize multiple tasks.
- Ability to maintain confidentiality.
WORKING CONDITIONS
The working hours of this position are not limited to an 8-hour day. 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.
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 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.
