Administrative Assistant to the Pastor/Parochial Administrator

Description

SUMMARY

The Administrative Assistant to the Pastor enhances the effectiveness of the parish administration by coordinating and providing professional administrative support services to the Pastor. In addition, the Administrative Assistant coordinates pastoral services of the parish in support of the Pastor’s office, such as Baptisms, Communion, Confirmation, Weddings, and Funerals. 

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.

• Assists the Pastor by providing general administrative and support duties (correspondence, communications, calendaring, travel arrangements, follow-up, etc.).
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Ensures that the Pastor and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.
• Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.
• Prepares reports by collecting information and data.
• Maintains personal contacts, files, and documents.
• Organizes special events, luncheons and other formal and informal meetings as requested by the Pastor.
• Maintains the Pastor’s calendar.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Opens and distributes daily mail and makes determination as to importance and priority; organizes work by reading and routing correspondence, collecting information; initiating communication.
• Ensures timely and professional communication with stakeholders within the parish community.
• Prepares A/P vouchers for approval and signature.
• Contributes to team effort by accomplishing related results as needed.

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

Bachelor's Degree preferred; minimum of six (6) years at the Executive Secretary/Administrative Assistant level; and/or 3 years as an office supervisor or office manager. Must have experience in technology-based office management and office support.  

OTHER SKILLS and ABILITIES

• Requires proven multi-tasking capabilities. 
• Ability to effectively prioritize tasks and time demands.  
• Attention to detail and working well with others is also required. 
• A high level of organizational and interpersonal skill is required. 
• Must possess the ability to read and analyze routine correspondence and compose appropriate responses; ability to respond effectively to common inquiries from internal and external sources; ability to effectively present reports and information to constituents. 
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook. 
• Requires excellent writing skills. 
• Must possess a heightened sense of confidentiality and a strong sense of respect for and knowledge of the Roman Catholic Church. 
• Must be able to work well with various personalities within the Catholic Church. 

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.