Administrative Assistant for Operations

Full Time Position
Exemption Status: Non-Exempt

I. Title of Position: Administrative Assistant for Operations (AAO) for the Florida Catholic Conference

The incumbent helps to ensure a smooth overall office operation through oversight and maintenance of office supplies, office equipment; as well as computer assistance. Knowledge of MS Word, Excel, and Outlook required; PowerPoint and Publisher a plus.

II. Reporting Relationship: The AAO reports to the Director for Administration (DFA)

III. Basic Function: The AAO serves in a support staff role to the DFA and provides analysis, research and assistance on a variety of administrative, financial and policy matters. This position involves
completing assignments that are varied in content and require attention to detail, initiative, goal setting and follow-through. The incumbent must be able to work independently and to communicate
effectively both orally and in writing and should be proficient in MS Outlook, Word, Excel, Access, PowerPoint and Publisher. The incumbent completes appropriate message delivery (written note,
voice mail, e-mail or appropriate phone connections) Responsible for greeting and escorting visitors and guests. This person must be able to work independently, be flexible, have excellent rapport with individuals, and demonstrate point-of-service skills.

IV. Qualifications and Skills:
A. Must have a working knowledge of and a strong commitment to the mission of the Catholic Church; be in full communion with the Church
B. Must possess background in finance
C. Good grammar and proof-reading skills
D. Bachelor's degree preferred
E. Ability to maintain confidentiality.
F. Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel locally as required.
G. Professional bearing; clean and neat personal appearance
H. Ability to manage various technology programs and platforms, including MS Word, Excel, Outlook,
Access, PowerPoint and Publisher

Job Activities:
I. Property Management/Maintenance:
A. Interior and exterior oversight of vendors & maintenance issues

II. Financial Management:
A. Process tax-exempt certificate applications, maintain Department of Revenue database
B. Bank deposits - Various banks as needed
C. Vendor Invoices - Enter into accounting system
D. Budget preparation and monthly documents prepared
E. Monthly bank reconciliations
F. Create customer invoices (tenants, Health Desk, quarterly FCC/FCCB invoices, etc.)
G. FCCB timesheet data (3 times per year)

III. Operations Management:
A. Assist with inventory of material needs of the office (office supplies, kitchen supplies, sodas,
printed materials, etc.)
B. Maintain office key inventory, including key duplication, as necessary.
C. Sort mail, place in mail boxes; place misdelivered mail in Atrium "out" box, take "outgoing mail" to USPS in the afternoon.
D. Keep Office Calendar up-to-date, i.e. reserved parking, birthdays, anniversaries, and other items during the week
E. Update Atrium sign Information
F. Daily Breeze360 Employee Calendar updates
G. Maintain supply of forms located in Media Center
H. Purchase birthday cards, oversee signatures on cards, ensure supervisor receives card in order to determine timely delivery to individual
I. Daily tape drive backup management

IV. General:
A. Assist in office-wide projects and events when needed
B. Complete other duties as may be assigned by DFA
C. Perform routine research and produce draft reports as assigned
D. Maintain appearance and order of common areas

V. Emergency Management:
A. Assist with communication and administrative tasks related to Emergency Management Issues
B. Assist Emergency Management Specialist with diocesan emergency management projects that Include diocesan preparedness trainings, and travel arrangements involved with the FCC's Emergency Management Program

VI. Sacristan:
A. Maintain the heart of a servant
B. Confirm Priests presence for 1st Friday Mass by calling the Co-Cathedral
C. Notify staff about First Friday Mass
D. Create weekly prayer intention cards
E. Care for the chapel
F. Replace the tabernacle candle every other week

VII. Covenants of Employment:
The Florida Catholic Conference / Florida Conference of Catholic Bishops is a Roman Catholic religious organization all employees are expected to respect and conduct themselves in accordance with the
values, teachings, and morals of the Roman Catholic Church.

VIII. Physical/Mental Requirements:
Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment.

To apply for the position, please send a cover letter and resume to [email protected] and complete the online application linked at www.flaccb.org/employment-opportunity.