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Administrative Assistant
2 months ago
Job Type
Full-time
Description
Job Title: Administrative Assistant
Department: Finance/Technology
Reports To: Chief Administrative & Finance Officer
FLSA Status: Non-Exempt
Summary
Under the director supervision of the CAFO. Provides administrative and accounting assistance to the director and staff through general administrative and office activities. Organizes and performs specific tasks for accounting activities, assists with technology needs, and supports the department.
Essential Duties and Responsibilities
• Works and communicates effectively with various individuals (staff, volunteers, and guests) in the diocesan administrative offices, parishes, and schools.
• Supports the diocesan Finance Council and its five committees and the diocesan Business Manager's meetings by scheduling meetings, compiling and distributing meeting agendas and materials, and taking meeting minutes.
• Maintains Excel, Word, PowerPoint, or database documents as assigned. This includes the Finance Department's Policies and Procedures Manual, the Parish & School Resource Manual, and a summary of the Annual Financial Report from the parishes. Manages record retention of Finance Council and committee meeting minutes.
• Processes the daily deposit with another Finance Department staff member and processes electronic files of daily lockbox contributions in a timely manner.
• Manages updates to the diocesan website for the Finance, Technology, HR & Facilities departments.
• Provides backup and support for various accounting processes - accounts payable, accounts receivable and general accounting.
• Assists the staff of the Finance and Technology Departments as needed.
• Performs other duties as assigned.
Supervisory Responsibilities
This job has no supervisory responsibilities.
Competencies:
Quality/Quantity: uses technology to increase productivity; demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; completes work in timely manner; strives to increase productivity.
Job Knowledge: competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments and uses resources effectively; requires minimal supervision; displays understanding of how job relates to others.
Workplace Ethics: treats people with respect; inspires the trust of others; works ethically and with integrity; maintains confidential information; supports teachings and mission of the Catholic Church.
Communication: expresses ideas and thoughts verbally and in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods; listens and gets clarification.
Teamwork and Cooperation: establishes and maintains effective relations; displays positive outlook and pleasant manner; offers assistance and support to co-workers; works actively to resolve conflicts and gives and welcomes feedback; contributes to building a positive team spirit.
Dependability: responds to requests for service and assistance; follows instructions, responds to management's direction; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; meets attendance and punctuality guidelines.
Planning/Organization: prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; works in an organized manner.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associate's degree (A. A.) or equivalent; or a year related experience and/or training; or equivalent combination of education and experience.
Two years in an accounting related field would be helpful.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedures manuals. Ability to write routine reports, meeting minutes and other business correspondence. Ability to edit documents for correct spelling, punctuation, and grammar. Ability to respond to questions and speak effectively to managers, employees of the organization, and the general public.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills
Demonstrates proficient computer skills and familiarity of Microsoft Office software applications including Word, Excel, and PowerPoint. May also require some knowledge of Adobe (Acrobat, Photoshop, PageMaker), Publisher, webpage development or other software applications as required. Experience with ParishSoft and/or Financial Edge/Raiser's Edge software would be a plus.
Certificates, Licenses, Registrations
None
Other Skills and Abilities
Knowledge of standard office procedures. Proficient human relations, planning, organizing and communication skills. Ability to meet deadlines by effectively organizing and prioritizing work assignments while managing frequent interruptions. Proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Utilizes proper English, grammar, punctuation and spelling.
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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; to use hands to finger, handle, or feel; and to talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
