Administrative Assistant II / Office Assistant (Liturgy)

Description

SUMMARY

The Administrative Assistant provides administrative and clerical support to the Pastor and parish staff by performing moderately complex office duties with a degree of independence. This position supports daily operations through scheduling, correspondence, recordkeeping, and coordination of administrative functions. Responsibilities vary based on parish or departmental needs. 

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 duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned.

• Performs administrative and clerical duties with moderate independence; may provide support to multiple departments as needed.
• Schedules and coordinates meetings and appointments and maintains calendars.
• Drafts, types, and edits correspondence, reports, and other documents.
• Responds to internal and external inquiries in a timely, accurate, and professional manner.
• Coordinates meetings, meeting spaces, and required materials or equipment.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text and data.
• Opens, sorts, and distributes mail; prioritizes and routes correspondence as appropriate.
• Maintains organized filing systems and records in accordance with established procedures.
• Assists with coordination of office operations, including supplies and general administrative support.
• Greets visitors and directs inquiries appropriately; answers and screens telephone calls.
• Maintains confidentiality of sensitive information.
• Professionally communicates and interacts with staff, volunteers, parishioners, and diocesan offices.
• Attends required meetings and gatherings.
• 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 required, supplemented by four (4) or more years of experience in an office or administrative environment. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, required.

OTHER SKILLS and ABILITIES

• Strong organizational and interpersonal skills with attention to detail.
• Ability to perform clerical and administrative tasks with accuracy and efficiency.
• Ability to read, interpret, and compose routine correspondence with a strong command of the English language.
• Ability to prioritize work, manage multiple tasks, and meet deadlines with moderate independence.
• Ability to respond to inquiries from diocesan entities, parishioners, and members of the business community in a professional manner.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to learn and apply office systems, processes, and procedures.

WORKING CONDITIONS

Work is primarily performed in an office setting. The employee may be required to work beyond a standard 8-hour day, including occasional evenings and weekends. Must be able to manage multiple tasks and work effectively in a moderately fast-paced environment.

PHYSICAL REQUIREMENTS

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The position requires the ability to sit and stand for extended periods, as well as reach, grasp, and perform tasks requiring manual dexterity. Must be able to see both up close and at a distance and use standard office equipment, with or without reasonable accommodation. Must be able to communicate effectively in both verbal and 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.