What are the responsibilities and job description for the Secretariat Executive Assistant position at Franciscan Sisters of Allegany?
STANDARD OF CONDUCT: All who work with the FSA in the Congregational Office are expected to act in an honest and forthright manner; to create a spirit of cordial welcoming showing respect in all dealings with others (co-workers, sisters, supervisors and visitors); to maintain strict confidentiality with personal and corporate information handled in the course of one’s duties; to perform job functions as indicated in the job description with accuracy and professionalism; and to conduct themselves in a moral and ethical manner.
SUMMARY: Under general supervision of the Executive Assistant to the Congregational Minister, provides varied and responsible office and support involving Congregational matters. Work in collaboration with the Secretariat to ensure tasks and responsibilities are organized and completed as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Other duties may be assigned.
Open and direct communication with Executive Assistant to the Congregational Minister and Secretariat, regarding all work matters.
Maintain strict confidentiality in all matters relating to the Congregation.
Provide administrative assistance, such as writing and editing e-mails, drafting letters, and preparing communications as coordinated with the Secretariat team.
Maintain comprehensive and accurate hardcopy and digital records.
Assist with meetings, event, and project preparation, i.e. gather information, prepare documents, send reminders, manage Zoom, and receive responses as needed.
Support the efforts of the Congregational Office team and carry out individual assignments.
Contribute to team efforts by accomplishing tasks as needed.
Assist Secretariat with managing and facilitating large volume of email replies, and take minutes for meetings as needed.
Communicate with the team and assist with project management and help keep long term projects on track.
Serve as point of contact to facilitate help and guidance of sisters, staff, and visitors in-person, by phone, or by email.
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATION REQUIREMENTS: 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, skills and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
An associate degree and four years related experience or an equivalent combination of education and experience is required.
LANGUAGE SKILLS:
Excellent communication skills are required and work methodically as part of a team. Ability to effectively present information and respond to questions and critiques from Leadership, sisters, and Congregational Offices.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability prioritize and designate logical steps needed to complete a task or project either individually or within a group.
OTHER SKILLS AND ABILITIES:
Work as part of the Congregational Office and Secretariat to ensure that the work and ideas are in keeping with FSA mission and goals.
Be a self-starter, proactive, and forward-thinking while able to work independently and multi-task and show exceptional attention to detail.
Effective time management skills and the ability to meet deadlines.
Discrete concerning confidential or sensitive information.
Excellent written and verbal communication skills. Must be able to effectively communicate with all levels of contacts.
Display professional telephone and email etiquette at all times.
Maintain a positive attitude and willingness to work with all team members.
Prioritize work, coordinating several activities, email and follow up as required.
Proficient in Microsoft 365 programs.
Operate standard office equipment, fax, copiers, scanners, mail machine, and shredder.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, handle or feel objects, tools or controls and reach with hands and arms. The employee is occasionally required to stand, walk, to talk, and hear.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT: The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties.
The noise level in the work environment is usually quiet.
Job Type: Part-time
Pay: From $16.00 per hour
Expected hours: No less than 21 per week
Ability to Commute:
- Allegany, NY 14706 (Preferred)
Ability to Relocate:
- Allegany, NY 14706: Relocate before starting work (Preferred)
Work Location: In person
Salary : $16