Administrative Assistant II

SUMMARY

The administrative assistant enhances administrative effectiveness by providing clerical support to the principal and/or other school administrators 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.

• 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.
• Handles parent phone calls; assists with school verification.
• Runs monthly statements and delinquency reports; follows up on outstanding balances. 
• Performs general ledger account analysis, and data entry.
• Maintains necessary documents as required by funding programs 
• Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing the school 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.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• 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.
• Performs all other duties as assigned.

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 six (6) 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 skill 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.