Administrative Assistant

SUMMARY

The Administrative Assistant enhances organizational effectiveness by providing comprehensive clerical support to the Director of Operations. This role involves managing correspondence, scheduling meetings, maintaining calendars, preparing reports, coordinating communication between departments, and providing general office support.

This position will also handle logistical arrangements for events and projects, maintain essential records, and assist with various administrative tasks to ensure the operational goals of the church are achieved. The position requires strong organizational skills, attention to detail, and a commitment to supporting the mission and values of the church.
 

The Diocese of Orlando four core values lay the foundation for the work performed by its 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.

Administrative Support

• Provides support for the Director of Operations including scheduling and arranging meetings / appointments; drafting business correspondence; organizing department meetings; taking minutes; answering and screening telephone calls.
• Responds to internal and external stakeholders in a timely, accurate, courteous, and empathetic manner representing the parish in a positive light.
• Coordinates with 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 the Director of Operations 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 clergy, staff members, leadership team, volunteers, and diocesan officials.
• Maintains the office telephone lists.
• Attends required meetings and gatherings.
• Performs additional projects and duties as required by the Director of Operations.

Procurement Management

• Assists in purchasing all supplies and furniture for the church, Family Life Center, rectory, maintenance, gift shop, and all off site locations.
• Assists in facilitating return of items, as needed.
• Assists in monitoring inventory levels of church supplies and materials, ensuring that necessary items are stocked and re-ordered promptly.
• Ensures all purchasing activities align with the church’s goals by ensuring approval of the Director of Operations.
• Assists in maintaining records of purchasing transactions, invoices, and receipts for accounting purposes.

Parish Data Entry

• Assists in maintaining the Parish Data System, ensuring all status changes and additions are updated in the system.
• Coordinates various communications including the data merges / mailings for All Souls Day, Our Catholic Appeal, the Angel Tree, and other special campaigns.

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

• Bachelor’s degree, preferred.
• Five (5) or more years of professional experience in administrative support, clerical work, or a related role is preferred.
• Proficiency in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar programs. Familiarity with database management and scheduling software can also be beneficial.

OTHER SKILLS and ABILITIES

• Excellent interpersonal and organizational skills.
• Excellent oral/written communication skills with the ability to communicate effectively and work collaboratively with the Director of Operations.
• Strong organizational abilities to manage multiple tasks, prioritize effectively, and maintain order in the workplace.
• Strong attention to detail to ensure accuracy in tasks such as data entry, documentation, and correspondence.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• A commitment to providing excellent service to both internal and external stakeholders.
• A strong understanding and respect of the teachings and mission of the Catholic Church is required.

WORKING CONDITIONS

This person may need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure. 

PHYSICAL REQUIREMENTS

Tasks require 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 (15 pounds). Tasks may involve extended periods of time at a keyboard or workstation performing repetitive motions of the fingers, hands, wrists and arms. Requires the ability to read/see up close and at a distance. 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.