Administrative Assistant-Certification and Prof. Development

Job Description

DESCRIPTION
The Administrative Assistant enhances administrative effectiveness by providing clerical support to the Director for Certification and Professional Development and other Diocesan Office of Schools administrators.

The Diocese of Orlando four core values lay the foundation for the work performed by its 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, is 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 Director for Certification and Professional Development and Office of Schools administrators by providing general administrative and support duties (correspondence, communications, calendaring, travel arrangements, follow-up, etc.).
• Assist in coordinating Office of Catholic School events.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
• Maintains calendar for Director for Certification and Professional Development, arranging meetings, conferences, teleconferences, and occasional travel.
• Opens and distributes daily mail and makes determination as to importance and priority; organizes work by reading and routing correspondence, collecting information; initiating communication.
• Provides data entry and record-keeping services for the Continuing Education Tracker system.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Completes requests by answering or referring inquiries via the telephone; greets visitors. Refer calls to the appropriate person, entity, or outside agencies.
• Ensures that the Director 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.
• Tracks teacher renewal and uses the VERSA certification system to facilitate forms to the Florida Department of Education.
• Clears teacher contracts through the Safe Environment Office for signature by the Superintendent.
• Processes cleared contracts through the Human Resources Office each year after signature.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Contributes to team effort by accomplishing related results as needed.
• Professionally communicates and interacts with staff members, management team, volunteers and diocesan
• officials.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Performs other clerical duties as assigned.

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, 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. 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 EXPERIENCE
Associate's degree required and three to five years of office experience or equivalent. Must have experience in technology-based office management and office support. Requires proven multi-tasking capabilities and high organizational skills. Ability to effectively prioritize tasks and time demands. Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook. Requires excellent writing skills. Must possess a heightened sense of confidentiality

ORGANIZATIONAL/INTERPERSONAL SKILLS
A high level of organizational and interpersonal skill is required.

LANGUAGE/COMMUNICATION SKILLS
Ability to read and analyze routine correspondence and compose appropriate responses. Ability to respond to common inquiries from clients or parishioners, diocesan entities, or members of the business community. Confidentiality is essential.

MATHEMATICAL SKILLS
Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions.

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 though not the norm. 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). 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.

Interested candidates should submit a letter of interest and resume to:
Dr. Erika Wikstrom
Secretary for Education / Superintendent of Catholic Schools
Diocese of Orlando
P.O. Box 1800
Orlando, FL 32802-1800

or email spabon-castro@orlandodiocese.org

Application Deadline: Until the position is filled.

About the Employer

The Diocese of Orlando Office of Catholic Schools oversees 44 schools - 8 early childhood centers, 31 elementary schools, 1 special education school and 5 high schools. Our schools are located in eight counties in the central Florida area. Administrator applicants apply to the Superintendent. Once approval of their application is obtained, candidate information is shared with School Presidents and search committees at the school location.