Administrative Assistant II / Office Assistant

at  St Francis of Assisi Catholic

Apopka, FL 32703, USA -

Start DateExpiry DateSalaryPosted OnExperienceSkillsTelecommuteSponsor Visa
Immediate30 Nov, 2024Not Specified02 Sep, 2024N/AExcel,Microsoft Office,Confidentiality,Materials,Powerpoint,Disabilities,Workstation,OutlookNoNo
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Description:

SUMMARY

The administrative assistant enhances administrative effectiveness by providing clerical support to the pastor and other departments . 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.

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.

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent supplemented by six (6) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.

OTHER SKILLS AND ABILITIES

  • A high level of organizational and interpersonal skill is required.
  • Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
  • 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 entities, parishioners, or members of the business community. Confidentiality is essential.

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in 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

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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.

  • 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 parish 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.
  • Responsible for organizing and utilizing volunteer services.
  • 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.

Requirements:


REQUIREMENT SUMMARY

Min:N/AMax:5.0 year(s)

Hospital/Health Care

HR / Administration / IR

Administration

Diploma

An office environment

Proficient

1

Apopka, FL 32703, USA