Administrative Assistant

Description

SUMMARY

The administrative assistant enhances administrative effectiveness by providing clerical support to the pastor or department-director level roles. 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.

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 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.

• Maintains the Safe Environment Program and records in PDS, the fingerprinting of staff and volunteers in compliance with diocesan standards.
• Maintains updated, reliable information of parish registered parishioners and records, providing statistical reports as required. 
• Reviews and enters all new parishioner registration forms in PDS, synchronizing data with Diocese, Vanco, and Our Sunday Visitor.
• Handles the proper administration and training of staff on PDS Church Office, Facility Scheduler, and Microsoft Office 365.
• Assists the Director of Discipleship in updating the PDS Faith Formation program to synchronize with PDS Church Office program information
• Oversees Collection Counter ministry participation, adherence to clearance, training and seeking out new volunteers via personal invitation. 
• Ensures proper entries of their contributions into the Parish Data System, preparing batch reports for files.
• Prepares yearly tax letters for the parish based on proper entries of their contributions. 
• Ensures proper maintenance and repair of office equipment and phone system.
• Maintains appropriate levels of inventory of all office supplies, postage, and materials.
• Assists the Director of Operations in the tracking of income and expenses for the office budget.
• Records all deposits from staff and ministry leadership and, together with the offertory collected, prepares a weekly report for the accountant.
• Works closely with the information technology and phone system consultants to troubleshoot the system and ensure all staff members maximize the efficient use of this resource.
• Organizes and maintains administration files, including the manual of parish policies and standard operating procedures. 
• Oversees the appropriate maintenance of church Sacramental Books.
• Processes, handles, and maintains Ministry Scheduler Pro for Liturgical ministries. 
• Serves as back-up for bulletin preparation and editing.
• Schedules funerals, coordinates with staff and bereavement team. 
• Contributes to team effort by performing other duties as required.

Requirements

SPECIFIC JOB SKILLS

Individual must possess an understanding of general principles of office operations and secretarial procedures as well as proficiency with computer, calculator and basic office equipment and software. Must be able to prioritize and possess organizational skills with high attention to detail. 

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.

EDUCATION and/or EXPERIENCE

High school graduate with three to five years’ secretarial experience. Two to four years of experience in parish data and other church information technology systems. 

LANGUAGE/COMMUNICATION SKILLS

Ability to read, interpret and respond to moderately complex communication as well as stay calm under pressure and conflict.  Fluency in Spanish a plus.

REASONING ABILITY

Ability to collect data, define problems, establish facts, and draw valid conclusions.