Administrative Assistant

Parishes•Winter Springs, FL

23h•Onsite

About The Position

Performs general clerical and secretarial duties under direct supervision, with the possibility of providing support to other departments as needed. This role involves maintaining parish databases, scheduling meeting rooms, managing facility calendars, and organizing filing systems. The Administrative Assistant is responsible for maintaining Safe Environment and Fingerprinting Certification files, identifying volunteers with expiring certifications, and ensuring office supplies are stocked. The position requires professional communication with staff, volunteers, parishioners, and ministry coordinators, and assists the Youth Ministry with media announcements and parent/youth communications. This role also oversees and coordinates parish events by working with team leads to ensure organization and support, and attends assigned meetings. Additional duties include answering and screening telephone calls, greeting visitors, and providing backup for funeral planning, which involves completing intake forms and coordinating with liturgical and music staff. All other duties as assigned are also part of this role.

Requirements

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.
High school diploma or equivalent supplemented by two (2) or more years of experience in an office or administrative environment.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, required.
Strong organizational and interpersonal skills.
Ability to perform basic mathematical functions such as addition, subtraction, multiplication, and division.
Ability to read and interpret routine correspondence and compose appropriate responses with a strong command of the English language.
Ability to record and prepare meeting minutes as assigned.
Ability to respond to common 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.

Responsibilities

Performs general clerical and secretarial duties under direct supervision.
Maintains parish database with new parishioners and inactive parishioners.
Schedules meeting rooms, required materials or equipment and maintains the facility calendar.
Maintains organized filing systems and records in accordance with established procedures.
Maintains the Safe Environment and Fingerprinting Certification files.
Identifies volunteers whose safe environment and fingerprinting certification is expiring.
Supports office operations by maintaining supplies and assisting with routine administrative tasks.
Maintains confidentiality of sensitive information.
Professionally communicates and interacts with staff, volunteers, parishioners, and ministry coordinators.
Assists Youth Ministry with media announcements and works with the youth minister to help with communications with parents/youth participants.
Oversees/Coordinates parish events, by working with the team leads to ensure that the events are organized and supported.
Attends required meetings and gatherings as assigned.
Answers and screens telephone calls; greet visitors and directs inquiries to appropriate personnel as needed.
Backup for Funeral planning to include completing funeral intake form and securing liturgical and music staff.
Performs all other duties as assigned.