Administrative Assistant III Faith Formation

Parishes•Orlando, FL

About The Position

SUMMARY The Faith Formation/Ministry Administrative Assistant enhances administrative effectiveness by providing clerical support to the ministry team and the Faith Formation team, in support of the overall parish community. Provides administrative support and clerical services for parish ministries. The Diocese of Orlando four core values lay the foundation for the work performed by employees: Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living Respect: Affirming each person’s God-given dignity and uniqueness. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly. 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. Serves visitors by greeting, welcoming, and directing them. Answers telephone and directs calls appropriately. Assist with various projects, including photocopying, mailings, flyers, and announcements. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Assists various department ministries as directed. Maintains Ministry contacts, files, and documents. Maintains supplies and resources for Ministry in an organized manner. Monitors and orders office supplies. Contributes to team effort by accomplishing related results as needed. Maintains confidentiality in all areas of responsibility as required. Administrative Support : Provide clerical assistance, including organizing and maintaining files, documents, and databases for the Evangelization Department. Department Communication : Serve as the point of contact for parents, catechists, and parishioners regarding faith formation programs; send out newsletters, reminders, and announcements. Assist with the inter-department communication. Class Registration : Manage registration for faith formation classes, including processing forms and fees, and maintaining up-to-date student and family household records. Schedule Coordination : Help schedule classes, events, and meetings, ensuring proper communication with catechists, parents, volunteers, and staff. Classroom Support : Provide logistical support to catechists, including setting up materials, organizing supplies, and ensuring classrooms are ready for sessions. Curriculum Assistance : Help coordinate and distribute catechetical materials, ensuring catechists have what they need for lessons. Event Planning : Assist in organizing and coordinating events, such as retreats, family nights, or parish celebrations. Verify rooms for all scheduled events are set up appropriately and have proper identity door signs. Catechist Support : Assist in recruiting, training, and providing ongoing support to volunteer catechists. Data management : Maintain accurate database records, including volunteer information, student attendance, sacramental preparation, and other relevant information. Provide Catechetical Resources : Distribute educational resources to families to support Evangelization Department goals. Weekend hours will be necessary at times. The supervisor will adjust the weekday schedule to accommodate scheduling needs.

Requirements

High school degree or equivalent.
Three years receptionist experience required including two years database experience.
Excellent telephone skills and ability to stay calm in stressful situations.
Proficiency with Microsoft Office products, including Word and Publisher; knowledge of Parish Data Systems a plus.
Solid organization skills and ability to work independently.
Must be bi-lingual in Spanish and English.
Ability to read and interpret basic correspondence.
Excellent interpersonal and organizations skills.
Must have a pleasant telephone manner and good communication skills.

Responsibilities

Serves visitors by greeting, welcoming, and directing them.
Answers telephone and directs calls appropriately.
Assist with various projects, including photocopying, mailings, flyers, and announcements.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Assists various department ministries as directed.
Maintains Ministry contacts, files, and documents.
Maintains supplies and resources for Ministry in an organized manner.
Monitors and orders office supplies.
Contributes to team effort by accomplishing related results as needed.
Maintains confidentiality in all areas of responsibility as required.
Provide clerical assistance, including organizing and maintaining files, documents, and databases for the Evangelization Department.
Serve as the point of contact for parents, catechists, and parishioners regarding faith formation programs; send out newsletters, reminders, and announcements. Assist with the inter-department communication.
Manage registration for faith formation classes, including processing forms and fees, and maintaining up-to-date student and family household records.
Help schedule classes, events, and meetings, ensuring proper communication with catechists, parents, volunteers, and staff.
Provide logistical support to catechists, including setting up materials, organizing supplies, and ensuring classrooms are ready for sessions.
Help coordinate and distribute catechetical materials, ensuring catechists have what they need for lessons.
Assist in organizing and coordinating events, such as retreats, family nights, or parish celebrations. Verify rooms for all scheduled events are set up appropriately and have proper identity door signs.
Assist in recruiting, training, and providing ongoing support to volunteer catechists.
Maintain accurate database records, including volunteer information, student attendance, sacramental preparation, and other relevant information.
Distribute educational resources to families to support Evangelization Department goals.