Operations Assistant

Description SUMMARY

The Administrative Assistant provides advanced administrative and clerical support to the operations manager by performing complex office duties with minimal supervision. This position supports parish operations through coordination of administrative functions, preparation of documents and reports, and management of office processes. Responsibilities vary based on parish operations and management needs.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

The duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned.

• Performs advanced administrative and clerical duties with minimal supervision; may provide support to multiple departments as needed.
• Coordinates and manages calendars, meetings, and appointments for parish leadership and staff.
• Prepares, edits, and formats correspondence, reports, presentations, and other documents.
• Coordinates meetings, including scheduling, preparation of materials, and logistical arrangements.
• Responds to internal and external inquiries in a timely, accurate, and professional manner, exercising sound judgment.
• Develops and maintains organized filing systems and records in accordance with established procedures.
• Coordinates administrative processes and assists in maintaining efficient office operations.
• Opens, prioritizes, and routes correspondence and communications appropriately.
• Assists in coordinating activities of other clerical staff or volunteers, as assigned.
• Maintains confidentiality of sensitive information and exercises discretion in all areas of responsibility.
• Professionally communicates and interacts with staff, volunteers, parishioners, and diocesan offices.
• Attends required meetings and gatherings.
• Monitors assigned tasks and follows through to ensure timely completion.
• Performs all other duties as assigned.

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.

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.

High school diploma or equivalent required, preferably supplemented by six (6) or more years of progressively responsible experience in an office or administrative environment. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, required.

• Strong organizational and interpersonal skills with a high level of attention to detail.
• Ability to perform complex clerical and administrative tasks with accuracy and efficiency.
• Ability to work independently with minimal supervision while managing multiple priorities.
• Strong written and verbal communication skills, with the ability to compose correspondence, reports, and meeting materials.
• Ability to exercise sound judgment and handle sensitive and confidential information with discretion.
• Ability to coordinate administrative functions and support multiple staff or departments as needed.
• Ability to respond to a wide range of…