Overview
Administrative Assistant Jobs in Jacksonville, Florida, USA at Diocese of St. Augustine
DIOCESE OF ST. AUGUSTINE
CATHOLIC CENTER / FR. FELIX VARELA CENTER
ADMINISTRATIVE ASSISTANT
Reports to:
Director, Office of Development & Stewardship
Status:
Full-time
FLSA:
Non-Exempt
General
Summary:
This role oversees the administrative needs required by the Director of Development & Stewardship and the Assistant Director of Development & Stewardship by utilizing effective verbal and written
communication
, technology and people skills. In addition to administrative tasks, the Administrative Assistant will be responsible for planning and organizing.
Essential Duties and Responsibilities:
Responds to specific and routine work assignments, requiringattention to detail, prioritization, and adherence to deadlines. Provides regular status updates and deadlines for completion to the director.
Prepares and distributes materials and agenda items for meetings, including sending out meeting invitations and reminders, and taking minutes, as needed. Provides for and assists with set-up of meetings and luncheons; schedules visits for the director.
Records and posts donor contributions received; prepares acknowledgment letters as needed. Makes sure all contributions received in the diocesan offices are submitted to the Fiscal Office for deposit and reconciliation.
Maintains accurate records of database entries, donor contributions, and mailings.
Assists director with all Bishop’s Annual Stewardship Appeal campaign-related duties, including meeting and training preparation, employee presentation and tracking of participation, scheduling deanery presentations, parish materials and coordination of parish materials, and recording parish pledges/donation numbers received.
Coordinates locations, invitations, receptions and reservations for BASA Crozier Society Masses of Thanksgiving with receptions and Ponce de Leon Dinner; prepares and mails volunteer thank you gifts.
Records and submits all invoices and expenses to the Fiscal Office; reconciles all expense and contributions received for the Office of Development & Stewardship.
Prepares monthly birthday and ordination anniversary cards for mailing to clergy and others, as needed. Creates reminders for Rejoice and Restore and Vision campaign donors.
Screens and prioritizes phone calls or provides direct assistance to individuals within scope of authority and responsibility of the position, necessitating a high level ofprofessionalism,empathy, tact, courtesy and diplomacy. Contacts and conversations frequently involve confidential and/or sensitive matters, necessitating a high degree of discretion.
Maintains office supply inventory on hand.
Creates neat and professional correspondence, free from error and with good grammar and proper English.
Responsible to pay great attention to the schedules of the director, with special awareness of deadlines, important dates, obligations and commitments of the director, and providing timely reminders, as necessary.
Other duties as assigned.
Job descriptions should be reviewed and updated by the supervisor at the employee’s annual performance evaluation and sent to the Director of Human Resources and Secretariat Leader for approval.
Knowledge, Skills, and Abilities Required
Knowledge of proper office management, administration, department mission, goals and objectives.
Minimum high school diploma; associate degree or higher from an accr…
Title: Administrative Assistant
Company: Diocese of St. Augustine
Location: Jacksonville, Florida, USA
Category: Administrative/Clerical, Non-Profit
