Printing & Distribution Assistant

Description

The Printing & Distribution  Assistant supports Chancery staff members by providing several services including printing and distribution, meeting setup, supply delivery, overseeing the cleanliness, maintenance, and security of the building and grounds, and scheduling and escorting building service providers. 

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. Other duties may be assigned. 

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 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.

Printing & Distribution

• Delivers incoming supplies to the various Chancery offices.
• Picks up, sorts, and distributes the mail.
• Restocks kitchen with paper towels, coffee cups, paper plates and utensils.
• Complies with postal service and delivery service requirements by preparing outgoing mail for delivery. Ensures each department is properly charged for its respective outgoing mail.
• Maintains postage meter reserves by monitoring balances, completing control logs, and requisitioning postage.
• Drops all mail off at the Post Office loading dock and ensures it is sorted into each delivery bin.
• Assists staff in preparing outgoing packages. Processes all outgoing FedEx packages via the internet account for pickup.
• Prepares volume mailings by operating folding and posting equipment.
• Responsible for copy projects for various departments; assists staff with running copy machines.
• Notifies supervisor when additional stockroom supplies are required and coordinates order fulfillment.
• Receives and forwards incoming faxes to employee email.
• Responsible for keeping copy machines supplied with toner, paper, or print cartridges. Notifies service representatives of malfunctioning equipment. Maintains all associated records.
• Assists staff members with requests to move boxes or heavy items.
• Assists manager with running the end of month reports.
• Relieves front desk for lunch periods and breaks. Maintains security; greets visitors; answers telephone; records and delivers messages; contacts proper personnel to accompany guests to appropriate office.
• Oversees the orientation and training of new front desk employees.

Building Assignments 

• Relieves front desk for lunch periods and breaks. Maintains security; greets visitors; answers telephone; records and delivers messages; contacts proper personnel to accompany guests to appropriate office.
• Oversees the orientation and training of new front desk employees.
• Acts as liaison between the staff and contractors in the building.
• Responsible for working with Chancery departments and the Foundation to set up / breakdown tables and chairs for meetings, seminars, and special events.
• Completes assigned Work Order Requests in a timely manner.
•  Other duties, as may be assigned by Secretary of Ecclesiastical Properties or Facilities Project Manager.

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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. 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 EXPERIENCE

High school degree or equivalent. Two years or more of administrative office experience required. Working knowledge of Microsoft Word, Excel and Outlook. Must have driver’s license, excellent driving record and reliable transportation. 

OTHER SKILLS AND ABILITIES

• Possesses welcoming demeanor and clear/pleasant speaking voice.
• Ability to lift at least 50 pounds. Also requires carrying, lifting, kneeling, standing, stooping, balancing and walking.
• Must have pleasant telephone manners and excellent verbal and written communication skills.
• Excellent interpersonal and organizational skills.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. 
• Knowledge of safety practices related to the use of hazardous materials, chemicals and equipment.
• Ability to stay focused and organized under pressure.
• Ability to multi-task and prioritize multiple tasks.
• Ability to read and interpret basic correspondence.
• Ability to maintain confidentiality.
• Strong interpersonal skills.
• Availability for possible weekend work to make building accessible to various groups for departmental meetings or diocesan function.
• Bilingual in Spanish and English a plus.

LANGUAGE/COMMUNICATION SKILLS

Must have a pleasant telephone manner and excellent verbal and written communication skills. Ability to read and interpret basic correspondence. Excellent interpersonal and organization skills. Bilingual in Spanish and English a plus. 

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. 

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to sit for long periods of time, lift at least 40 pounds, walk, bend, crouch, talk, feel, grasp, and perform repetitive motions of the hands, wrists, and arms. Also requires carrying, kneeling, stooping, and balancing. Job incumbent also required to read/see up close and from afar.