Administrative Assistant - Office of Schools

Diocese of Orlando•Orlando, FL

About The Position

The administrative assistant enhances administrative effectiveness by providing clerical support to the Superintendent of Schools and other Diocesan Office of Schools administrators. 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. 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.

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 ten (10) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.
A high level of organizational and interpersonal skill is required.
Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan school, or members of the business community. Confidentiality is essential.

Responsibilities

Performs secretarial duties for the Superintendent of Schools with minimal direction
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.
Coordinates the activities of other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
Ensures that the Superintendent 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.
Reviews and verifies mathematical calculations in Budget.
Reconciles credit card statements to receipts for submission to the Finance office.
Completes and submits expense reimbursement forms per diocesan guidelines.
Performs all other duties as assigned.