Administrative Assistant/ Receptionist- Full Time - Trinity-Ocala FL

The Administrative Assistant performs clerical duties for the Property Manager and other staff members assisting with program functions, including telephone and personal contact with clients and the community in general. Performs data entry tasks and generates timely monthly reports.

Duties & Responsibilities:  

• Attends to all the correspondence of the Trinity Villas management.
• Must have good telephone skills with a hospitable demeanor, greets the public professionally, screens incoming calls, and schedule appointments.
• Coordinates events and projects.
• Facilitate incoming daily mail and direct to appropriate department/personnel.
• Maintain accurate and timely records for all residents of the property.
• Provide constant security and ensure HIPAA compliance for all resident files, keeping them in a locked file cabinet at all times.
• Maintain calendars for the Program Manager their appointment schedules, including client scheduled time.
• Prepare correspondence for Program Manager approval and signature.
• Keep accurate statistics and generate appropriate monthly reports for the Program Manager to review and verify.
• Responsible for the upkeep and maintenance of an organized filing system for agency records in conjunction with and under the direction of the Program Manager.
• Participate in all required staff or agency meetings.
• Be willing to accept and work within the agency philosophy.
• Be willing to follow agency policies and procedures.
• Manifest professional and personal ethics.

Education and Experience:

• High School graduate with proficiency in computer skills.
• Must have at least 3 years of experience in secretarial work in an office setting.
• Some college is preferred.
• Have the ability to communicate effectively both verbally and written.
• Demonstrate experience with Microsoft Office Professional including Word Excel, and PowerPoint. Operate the office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.
• 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.

Other Skills and Abilities:

• Bilingual ( English and Spanish )
• Excellent analytical skills and problem-solving capacity.
• Ability to effectively prioritize tasks and time demands.
• Ability to maintain a high level of confidentiality around financial information.
• Good written and oral communication skills.

Language/Communication Skills:

• Ability to read and analyze routine correspondence and compose appropriate responses.
• Must have an excellent command of the English language.
• Ability to record and compose in minutes.
• Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community.
• Confidentiality is essential.

PHYSICAL ABILITIES

The working hours of this position are not limited to an 8-hour day. The position requires the ability to lift 40 pounds.  Also, requires walking, sitting, bending, stretching, and stooping for assemblage and workshop set-up and layout. Must be willing to work in conditions of stress and function well under pressure. Must be able to work longer hours to complete various tasks. 

ACKNOWLEDGEMENT  

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.