Office Assistant (Full-Time)

Miamiarch; Town of Florida (NY); On-site; USD 30,000 - 40,000; Full time

Job summary

A local archdiocese office in Florida is seeking a full-time Office Assistant to support the Office of Respect Life Ministry. Responsibilities include providing clerical support, assisting with budget management, and ensuring exemplary customer service. Candidates should have a High School diploma or GED, along with administrative experience and proficiency in MS Office applications. The role requires excellent communication skills and flexibility to work various hours. Ideal for those passionate about supporting community initiatives within the framework of the Catholic Church.

Qualifications

• 2 years of administrative experience in an office environment or equivalent.
• Familiarity with social media platforms.
• Type at least 60 wpm with 90% accuracy.

Responsibilities

• Provide clerical support to the Office of Respect Life Ministry.
• Answer phones and emails, greet visitors.
• Assist in managing the budget and finances.
• Prepare reports and documents as needed.
• Maintain calendar of events and workshops.

Skills

Excellent customer service skills

Good oral and written English-language skills

Good oral and written Spanish-language skills

Proficiency in MS Outlook

Proficiency in MS Word

Proficiency in MS Excel

Time management

Self-starter

Education

High School diploma or GED

Bachelor’s degree (preferred)

Tools

PowerPoint

Constant Contact

GoDaddy

Job description

The Respect Life Administrative Office, located in Hollywood, Florida, is hiring a full-time Office Assistant. The candidate is responsible for supporting the Office of Respect Life Ministry for the Archdiocese of Miami primarily by providing office operations and clerical support to the Director, and helping the Assistant Director, by providing support to the Pregnancy Help Centers. The Office Assistant performs all duties and responsibilities in alignment with the mission, vision, and values of the Archdiocese of Miami.

Schedule: Monday- Friday with occasional nights and weekends.

Essential Functions include:

• Answer phones and emails, greet visitors.
• Provide exemplary customer service to internal and external constituents who contact Respect Life Ministry by phone, email, fax, virtually or in person.
• Resolve conflicts and problems, escalating to Director as necessary.
• Assist the Director in managing the budget and finances of Respect Life Ministry, heling to prepare all expense reports, reimbursements, corporate card expense reports and monthly reconciliation reports.
• Help Director and Assistant Director to prepare monthly and quarterly FPCN (Florida Pregnancy Care Network) reports.
• Prepare all documents for the Director pending signature.
• Input donations into the donor database.
• Process and count baby bottle donations for both parishes and schools, including traveling regularly to the pastoral center in Miami Shores to assist with the school campaigns bottle distribution and fund processing.
• Prepare and make bank deposits.
• Assist the Director with donor/volunteer/community communications upon assignment in multiple mediums, promptly. This includes, but is not limited to, social media sites, Annual Reports, e-blasts, electronic newsletters, gift acknowledgements, web pages, invitations, fundraising materials, and monthly bulletins.
• Maintain calendar of events, workshops, presentations, and other major events. Work with the Communications Office to post these and other information in the media and update the internet periodically/ as needed.
• Post, edit, and maintain the social media sites for Respect Life Ministry and its Pregnancy Help Centers, as well as updating the web pages (using GoDaddy).
• Tracks donor relations and communications in all relevant platforms, including eKyros, and Constant Contact.
• Gather information and perform outreach to prospective vendors, donors, and community partners.
• Assist Respect Life Ministry with special events, as assigned, such as Respect Life Ministry webinars, Pregnancy Help Center Open Houses, Annual Conferences, the March for Life, Catholic Days at the Capitol, and in-service workshops.
• Compile and accurately keep records and maintain strictest confidentiality following Archdiocesan policies and procedures and applicable laws of security.
• Complete all tasks assigned by the Director(s) with confidentiality and discretion.
• Learn and use the basic terminology for Respect Life Ministry programs.
• Create, update, and keep electronic and hard copy filing systems.
• Collaborate with other offices, programs and parishes within the archdiocese.
• Help the Assistant Director with support of the Pregnancy Help Center staff, by placing supply orders, problem solving, and training.
• Attend all meetings, aiding in creating agendas, and taking minutes to compile into a report to share with Directors and staff as requested.
• Other duties as assigned.

Qualifications:

• High School diploma or GED and two years of administrative experience in an office environment or equivalent.
• Preferred: Bachelor’s degree and some office administrative experience, or related experience in a customer-service environment.
• Proficiency in MS Outlook, Word, and Excel; PowerPoint a plus.
• Good computer literacy, including ability to navigate online applications and search engines effectively, particularly modern platforms like Constant Contact, Survey Monkey, etc.
• Intermediate use of social media; Graphic Design a plus.
• Type at least 60 wpm with 90% accuracy.
• Good spelling and grammar required.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Exceptional time management, including the ability to manage several projects at the same time.
• Flexibility to work evenings and occasional weekends, according to programming schedule and events.
• Must be a self-starter, well-organized, and able to meet daily, weekly, and monthly deadlines.
• Good oral and written English-language skills, including clear speaking voice.
• Good oral and written Spanish-language skills, including clear speaking voice.
• Knowledge of basic tenets of Catholic Church and parish structures; supportive of the mission and tenets of the Roman Catholic Church.
• Must have a professional demeanor.
• Must be able to stand for extended periods using coin counting machines.
• Must be able to sit for extended periods at a computer workstation.
• Must be able to push and occasionally lift objects weighing 25 pounds.
• Must have reliable transportation for business use.

Subject line should read: Office Assistant- Respect Life.