Administrative Assistant

Job Type

Full-time

Description

SUMMARY

Under direct supervision, the Administrative Assistant performs parish-based duties associated with front office secretarial functions and provides administrative support to the Pastor or other department director. 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. May provide support to parish staff. 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.

• Performs secretarial duties for assigned department leader with minimal direction; may provide support for other departments as needed.
• Schedules and arranges meetings and appointments; organizes department meetings; 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.
• Produces the weekly bulletin by gathering, writing, editing, and designing content in Canva or other computer programs.
• 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.
• Distributes daily mail; 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.
• 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.
• Setting up, operating, and troubleshooting sound, video, and projection equipment for events and meetings.
• Performs all other duties as assigned.