Faith Formation Administrative Assistant

Nativity; Winter Park (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Nativity in Winter Park, FL is seeking a Faith Formation Administrative Assistant to support the parish Faith Formation team with clerical tasks, scheduling, and receptionist duties. You will help keep records accurate and respond to inquiries in a courteous, professional manner.

Responsibilities include processing registrations, maintaining rosters and sacramental data, preparing reports, and assisting with meetings and events.

Qualifications

• High school diploma or equivalent with 4+ years in an office/administrative environment.
• Proficiency in Word, Excel, PowerPoint, and Outlook.
• Bilingual English/Spanish is a plus.

Responsibilities

• Greets visitors and directs them to the appropriate office.
• Provides receptionist services and handles routine policy questions.
• Transcribes, formats, edits, and transmits text, data, and graphics.
• Prepares correspondence, files, schedules, forms, and reports.
• Maintains records, registrations, and sacramental data; assists with sacraments.
• Coordinates meetings and events; prepares reports.
• Keeps catechist and family databases up to date; maintains confidentiality.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Multitasking

English proficiency

Confidentiality

Office software proficiency

Education

High school diploma or equivalent

4+ years office/admin experience

Job description

Description

SUMMARY

The Faith Formation Administrative Assistant enhances the effectiveness of the parish Faith Formation team by coordinating and providing professional administrative support and clerical services; supports the Parish Catechetical Leader and the Director of Adult/Family Faith Formation and parish staff in a variety of ways in providing for the faith formation of youth and adults of the parish.

The Diocese of Orlando’s 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: Aff

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

• Serves visitors by greeting, welcoming, and directing them.
• Provides receptionist services for the Faith Formation office including the recording of clear and accurate messages, the handling routine questions about policies, events, etc.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Fulfills administrative duties for the Faith Formation team to include preparing and sending correspondence, filing, scheduling, creating and updating forms, updating bulletin boards, counting and tracking monies that come in from parents, students, and staff; prepares weekly deposit and submits to Finance Office.
• Creates and maintains a variety of permanent records to include rosters, letters, financial records and registrations; gathers all required information for those preparing for Sacraments such as baptismal certificates.
• 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 catechist contacts, files, and documents.
• Maintains database of families and students enrolled in programming; completes registrations; updates records for families; prepares reports as needed or requested; updates records with Sacramental Dates; assists in the registration of families for formation programs annually.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Orders faith formation related office and catechist materials.
• Maintains supplies and resources for faith formation in an organized manner.
• Maintains confidentiality in all areas of responsibility as required.
• 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 accommodation 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 required, supplemented by four (4) or more years of experience in an office or administrative environment. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, required.

OTHER SKILLS and ABILITIES

• Strong organizational and interpersonal skills with attention to detail.
• Ability to perform clerical and administrative tasks with accuracy and efficiency.
• Ability to read, interpret, and compose routine correspondence with a strong command of the English language.
• Ability to prioritize work, manage multiple tasks, and meet deadlines with moderate independence.
• Ability to respond to inquiries from diocesan entities, parishioners, and members of the business community in a professional manner.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to learn and apply office systems, processes, and procedures.
• Bilingual (English/Spanish) is a plus.

WORKING CONDITIONS

Work is primarily performed in an office setting. The employee may be required to work beyond a standard 8-hour day, including occasional evenings and weekends. Must be able to manage multiple tasks and work effectively in a moderately fast-paced environment.

PHYSICAL REQUIREMENTS

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The position requires the ability to sit and stand for extended periods, as well as reach, grasp, and perform tasks requiring manual dexterity. Must be able to see both up close and at a distance and use standard office equipment, with or without reasonable accommodation. Must be able to communicate effectively in both verbal and 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 for 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.