Administrative Assistant

Job Type

Full-time

Description

This is a 30-40 hour per week position.

This is a local, on-site position, and relocation assistance is not available

SUMMARY

Under direct supervision, the administrative assistant I performs parish-based duties associated with front office secretarial functions and provides administrative support to the Pastor or other department director. The administrative assistant I operate at a complex clerical capacity and coordinates schedules and meetings, create complex documents and reports, maintainfiling systems, as well as provide general office support. May act as bilingual contact, may provide support to parish staff. Job duties vary by departmental assignment.

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 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; 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 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.
• Opens and distributes daily mail and makes determinations 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 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.
• Responsible for organizing and utilizing volunteer services.
• 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.

• A high level of organizational and interpersonal skills 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.