Administrative Assistant (Office of Worship)

Diocese of Orlando•Orlando, FL

6d•Onsite

About The Position

The administrative assistant enhances administrative effectiveness by providing clerical support. 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. Assists with projects for the Cathedral's worship ministries as needed. The Diocese of Orlando four core values lay the foundation for the work performed by employees: Authenticity, Respect, Courage, and Commitment. This position performs secretarial duties for assigned department leader with minimal direction; may provide support for other departments as needed. It involves scheduling and arranging meetings and appointments, drafting and typing business correspondence, organizing department meetings, making travel arrangements, taking dictation and transcribing letters, minutes, and statements, answering and screening telephone calls, and assisting staff, visitors, and others. The role produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. It also involves responding to internal and external customers in a timely, accurate, courteous, and empathetic manner, coordinating and scheduling meetings, meeting rooms, and required equipment, opening and distributing daily mail, and developing and maintaining effective records and information management systems. The position requires answering or referring inquiries, greeting visitors, and ensuring the department leader and appropriate personnel are apprised of developments and situations while maintaining confidentiality. It also includes preparing reports and PowerPoint presentations, attending required meetings, and contributing to team effort.

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 and at least three (3) years of experience in an office setting.
Experience with Office 365, including Word, Excel, Outlook, and SharePoint
Possesses welcoming demeanor and a clear and pleasant speaking voice.
Ability to stay focused and organized under pressure.
Strong interpersonal skills.
Ability to multi-task and prioritize multiple tasks.
Ability to maintain confidentiality.

Responsibilities

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.
Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the department 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.
Opens and distributes daily mail and makes determination as to importance and priority; organizes work by reading and routing correspondence, collecting information, and initiating communication.
Develops and maintains effective records and information management systems, including a current and accurate filing system.
Completes requests by answering or referring inquiries via the telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.
Works with other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
Ensures that the department leader and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.
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.
Prepares PowerPoint computer presentations for outlines or notes.
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.