Administrative Assistant-Full Time-Ormond Beach FL

Description

SUMMARY

The Office Assistant performs clerical duties for the Property Manager at Prince of Peace Villas and other staff members giving assistance with program functions, including telephone and personal contact with clients and the community in general. Performs data entry tasks and generates timely monthly reports.

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

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

Include the following:

General functions:

• Attends to all the correspondence of the Prince of Peace Villas management.
• Responsible for filing all documents and ensuring that these are current and professionally manages.
• Must have good telephone skills with a hospitable demeanor, greets the public professionally, screens incoming calls, and schedule appointments.
• Must have excellent proofreading and writing skills.
• Responsible for the overall general upkeep and orderliness of the Office.
• Manages e-mail and internet correspondence.
• Operates copier/printer, scanner, FAX and other office equipment.
• Opens and distributes mail.
• Coordinates events and projects.
• Must understand the priority of inquiry, so attention to detail is important.
• Adhere to strict confidentiality of all client information. Agency follows all HIPPAA guidelines.
• Have a commitment to Catholic values and support the tenets of Catholic Social teaching.
• Have the ability to set and maintain appropriate boundaries with clients and staff.
• Balance team and individual responsibilities, exhibit objectivity and openness to other views; give and welcome feedback; contribute to building a positive team spirit.
• Be willing to accept and work within the agency philosophy.
• Be willing to follow agency policies and procedures.
• Manifest professional and personal ethics.

Other Duties & Responsibilities:

• Facilitate incoming daily mail and direct it to the appropriate department/personnel.
• Maintain accurate and timely records for all Prince of Peace Villas staff and residents.
• Provide constant security and ensure HIPPAA compliance with all resident files, always keeping them in a locked file cabinet.
• Maintain calendars for the Property Manager and their appointment schedules, including client scheduled times.
• Prepare correspondence for Property Manager approval and signature.
• Keep accurate statistics and generate appropriate monthly reports for the Property Manager to review and verify.
• Responsible for the upkeep and maintenance of an organized filing system for agency records in conjunction with and under the direction of the Property Manager.
• Participate in all required staff or agency meetings.
• If using the CCCF agency vehicle, maintain a proper auto log and report any incidents, accidents, needed repairs, maintenance, etc. to Supervisor immediately.
• Processing MI, AR, IR, taking work orders, EIV, etc.
• Perform other duties as assigned.

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 EXPERIENCE

The Office Assistant must be a High School graduate with proficiency in computer skills. Some college education is preferred. At least 3 years of experience in secretarial work in an office setting. Have the ability to communicate effectively both verbally and written. Demonstrate experience with Microsoft Office Professional including Word, Excel and PowerPoint. Operate office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.

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.

OTHER SKILLS AND ABILITIES 

• Excellent analytical skills and problem-solving capacity. 
• Ability to effectively prioritize tasks and time demands. 
• Ability to maintain a high level of confidentiality around financial information. 
• Good written and oral communication skills. 

PHYSICAL REQUIREMENTS  

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.  

ACKNOWLEDGEMENT  

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.