Faith Formation Administrative Assistant

Job Type

Full-time

Description

POSITION DESCRIPTION SUMMARY: The administrative assistant for faith formation enhances administrative effectiveness by providing clerical support to the department and the pastor for duties associated with the parish programs for Baptism, First Communion, Confirmation and Marriage (including annulments).

The Diocese of Orlando four core values lay the foundation for the work performed by employee.

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, are 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.

1. Parishioner engagement: Greets, informs, refers visitors and parishioners seeking sacramental preparation to the appropriate clergy, ministers and programs (parish/diocese), including phone calls/emails to sacrament candidates and faith formation families. Responsible for assisting candidates in the process for obtaining proper records needed for sacramental rites within parish or from other parishes, Dioceses, the Tribunal, etc.

2. Parish inter-department coordination: Maintains the sacramental calendar, working with clergy and ministers in faith formation and liturgy regarding scheduling.

3. Sacramental record keeping: Develops and maintains effective records and information management systems. This includes sacramental records in the sacramental ledger books and on Parish Data System (PDS). Provides sacramental certificates when requested. Sends notification to the baptismal parish of record of those receiving the sacraments within 30 days of sacrament. Provides sacramental record statistics annually.

4. Business matters: Assures fees, donations or stipends for programs are requested at the appropriate time in the process as well as tracking and recording with the parish finance office.

5. Communication: Communicates in a timely, accurate and courteous manner, in writing and verbally, with internal and external customers, including the Spanish-speaking community. Maintains parishioner and pastoral trust by keeping information confidential.

6. Clerical effectiveness: Continually monitors administrative processes to achieve timely and accurate completion of work.

7. Parish staff collaboration: Participates as a member of the parish clerical services team. Performs other duties as assigned. Collaborates with other parish ministries, organizations, and individuals. Participates in staff meetings and retreats.

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. Skills and abilities fort this role includes:

• Ability to demonstrate high level of organizational and interpersonal /relational skills.

• Ability to effectively present reports and information.

• Ability to read and analyze routine correspondence and compose appropriate responses to communicate in writing or verbally in English and Spanish.
• Ability to maintain confidentiality.
• Ability to use personal computers and software for record keeping, word-processing and other parish projects.

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 supplemented by two (2) or more years of previous progressively responsible clerical / record-keeping experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.

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. 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). Tasks may involve extended periods of time at a keyboard or workstation. 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.

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