Administrative Assistant

Description

Administrative Assistant 

Job Type

Part-time

Description

This is a 15-20 hour per week position. 

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

SUMMARY

Under direct supervision, the administrative assistant performs parish-based duties associated with office secretarial functions and provides administrative support to the Director of Youth ministry and to the Deacon responsible for the Ministry to the Sick. 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 provides general office support.

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 Director of Youth Ministry and to the Deacon responsible for the Ministry to the Sick; 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; 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 individuals in a timely, accurate, courteous, and empathetic manner, representing the parish in a positive light. 
• 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
• Coordinates the activities of other clerical staff in the department for telephone coverage, vacation 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.
• 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 or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook. 

OTHER SKILLS and ABILITIES

• 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.

WORKING CONDITIONS

Work is primarily performed in an office setting with periodic support of parish programs and events. The employee may be required to work beyond a standard 8-hour day, including evenings and weekends, depending on program schedules and parish needs.

 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.