Administrative Assistant at St Vincent De Paul Catholic Ch

Wildwood, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

12 May, 26

Salary

0.0

Posted On

12 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Secretarial Duties, Administrative Support, Schedule Coordination, Document Creation, Report Generation, Filing Systems Maintenance, Capital Campaign Data Support, Bilingual Contact, Customer Service, Record Keeping, Mail Distribution, Workload Distribution, Volunteer Organization, Confidentiality, PowerPoint Presentations, Microsoft Office Proficiency

Industry

Description

Description Under direct supervision, the administrative assistant II performs parish-based duties associated with front office secretarial functions and provides administrative support to Director of Operations or other department director as assigned. The administrative assistant II operates at a complex clerical capacity and coordinates schedules and meetings, creates complex documents and reports, maintains filing systems, coordinates the capital campaign data & support, as well as provide general office support. May act as bilingual contact, may provide support to parish staff. Job duties vary by departmental assignment. 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. · Coordinate accounting and reporting functions in association with the capital campaign and administrative/accounting office. · 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 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. CATHOLIC FAITH 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. EDUCATION and/or EXPERIENCE High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. College degree preferred in business. 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.

Responsibilities

The Administrative Assistant II performs complex clerical duties supporting the Director of Operations or other assigned department directors, focusing on front office secretarial functions and administrative support. Key tasks include coordinating schedules and meetings, creating complex documents, maintaining filing systems, and managing capital campaign data.