DIOCESE OF ORLANDO - San Pedro Spiritual Development Center

Job Description Position Code: SEC SCH (ADMIN ASST I)

Job Title: Administrative Assistant I / Secretary

Reports To: Guest Services Manager

SUMMARY

Under direct supervision, the administrative assistant I performs administrative duties associated with front office secretarial functions and provides administrative support to Guest Services Manager or other department director. The administrative assistant I 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.

ESSENTIAL DUTIES AND 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.

• Accepts all phone calls and walk-ins as a warm and welcoming representative of the center, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect.
• Completes requests by answering or referring inquiries via the telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.
• Intake and processing for Private Retreat inquiries by phone or in person including payment processing and system input.
• Provides professional administrative support services to the San Pedro Center Department Heads & Executive Director.
• Ensures consistent, professional coverage of the Center’s phone, front desk, reception area, receiving and directing Incoming calls; responding to routine inquiries regarding facility programs, schedules, and amenities; receives inquires for bookings & private retreats, serves as initial point of contact for guest’s inquiries/concerns coordinating with Center Staff to resolve issues as appropriate.
• Organizes and manages temporal goods including front desk space, lobby, office supplies and mail/copy center to promote orderly, efficient, and welcoming public image.
• Receives, opens, and distributes mail. Receives and signs for specially delivered packages.
• Applies postage to outgoing mail and prepares it for pickup.
• Keeps copier supplied with paper and ink cartridges. Distributes associated records.
• Places supply orders as needed.
• Attends required meetings and gatherings.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Contributes to team effort by accomplishing related results as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• 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.
• Maintains “customer” confidence and protects operations by keeping information confidential.
• 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.
• Performs secretarial duties for assigned department leader with minimal direction; may provide support for other departments as needed.
• Prepares PowerPoint computer presentations for outlines or notes.
• Prepares reports by collecting information and data.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Professionally communicates and interacts with staff members, management team, volunteers and diocesan officials.
• Schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings; takes dictation and transcribes letters, minutes, and statements; answers and screens telephone calls; assists staff, visitors and others.
• Performs all other duties as assigned.

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. 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.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.

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.