Overview
TPWD – Administrative Assistant II (Assistant Office Manager) Jobs in Fort Davis, TX at PARKS AND WILDLIFE DEPARTMENT
EXECUTIVE ASSISTANT
Franciscan Sisters, Little Falls, MN, have an opening for a full-time Executive Assistant; Monday – Friday, 7:30 a.m. – 4:00 p.m., hours may vary and weekends on occasion. Prepares reports, agendas, correspondence, budgets, forms, posters, and power point presentations. Attend meetings and take minutes. Maintains sensitive and confidential files, records, and information.
Position requires ability to communicate effectively in verbal and written form; attention to detail, confidentiality, great time-management and multitasking abilities, creativity in preparing presentations/posters, composing, typing, proofing materials, and establishing priorities. Proficient and comprehensive skills in Windows computer software systems and applications, including spreadsheets, presentations, and databases (Microsoft Word, Excel, PowerPoint, Publisher, and Access). Three (3) – five (5) years secretarial experience. Current Notary is preferred but will assist in acquiring.
Benefits include health, dental, life, LTD, vision insurance; PTO, 403(b), H.S.A. & flex spending accounts, free membership at St. Francis Health and Wellness.
Send a letter of interest and resume to: [email protected]; Human Resources, Franciscan Sisters, 116 8 Ave SE, Little Falls, MN 56345; fax (320) 632-0666; phone (320) 632-0621
Hours: 40 hours per week
Wage: $21 – $23 per hour
JOB DESCRIPTION
TITLE: Executive Assistant DEPARTMENT: Leadership
SUPERVISOR: Community Minister DATE: April 2025
A. Description of Role
Responsible for performing a variety of administrative, secretarial, and executive tasks for the Community Minister/President. Provides administrative and liaison services for the Assistant Ministers. Responsible for recording official records and minutes of the Franciscan Sisters of Little Falls, Minnesota, as a Congregation and as a Corporation. Coordinates general office tasks/services for the Leadership area.
B. Major and Minor Tasks
1. Knows and demonstrates the Franciscan values of Respect, Open Communication, Hospitality and Compassion, while performing all job functions. Demonstrates values with other staff, volunteers, clients, and visitors.
2. Upholds and fulfills the mission and philosophy of Franciscan Sisters of Little Falls in all areas of communications and public relations, whether written or spoken.
3. Regular attendance and punctuality are essential to the position. Various tasks are required to be completed at specific times. May be on call beyond regular work hours via telephone, cell phone, and/or e-mail.
4. Maintains the permanent records pertaining to the Congregation and its members. These records include Admission, Reception, Profession, Death, Dispensation and Statistics.
5. Acts as Recording Secretary for Leadership meetings. In this role she prepares the agenda, takes the minutes, writes up the minutes, composes some of the letters and/or emails that need to be sent resulting from Community Board decisions, and keeps the Minutes Book updated and complete.
6. Maintains and updates files of correspondence and materials for the Congregation and the Community Minister and, when pertinent, for Assistant Ministers. These files include business letters written by the Community Minister, business relating to organizations to which the Congregation belongs, current committees/circles of the Congregation, Community projects and programs, materials pertinent to St. Francis Convent and St. Francis Center, current Community publications, correspondence with church authorities such as CICLSAL, Apostolic Nunciature and bishops. Keeps original or a copy of pertinent correspondence received.
7. Maintains current file on each Sister with correspondence to/from Community Minister and other pertinent correspondence and materials. This includes the files in the office of the Community Secretary and in the vault in the Finance Office.
8. Member of all planning committees for the Delegate Assembly Sessions (Organizational, Legislative, and Election). Attends all meetings of the Delegate Assemblies and is the Recording Secretary for the meetings. Maintains files of Delegate Assemblies – committees, meetings, and the minutes of the Delegate Assemblies.
9. Maintains files for current forms used by the Community, i.e., “Extraordinary Expenditures”, “Change of Residence/Community”, etc.
10. Completes statistical reports and questionnaires. These include the Annual
Statistical Report to Vatican Secretariat, miscellaneous statistical reports, miscellaneous questionnaires.
11. Completes data annually for Official Catholic Directory and keeps file copies.
12. Sends updated data annually (fall) and other times during the year if/when changes of Sisters take place to all dioceses in which Franciscan Sisters minister.
13. Processes records for Entrance Agreement, Reception into Novitiate, Temporary and Final Profession, Death, Exclaustration and Dispensation.
14. Records entries in the Community Chronicles.
15. Processes membership renewals for organizations to which the Community is a member. This includes placing the orders annually for the Official Catholic Directory, Franciscan Federation, and LCWR.
16. Responds to requests for information from other congregations.
17. Operates office machines such as computers, photocopiers, Smart Board, calculator and make minor adjustments as needed.
18. Performs the following duties as related to the Community Minister: opens and sorts daily mail; handles routine inquiries; drafts letters; keeps calendar concurrent with that of Community Minister; handles telephone calls as needed; renews subscriptions for magazines, papers; orders books, makes travel arrangements; arranges conference calls; processes applications, registrations, memberships; types/composes emails/letters/reports as desired by Community Minister; maintains any files as requested by Community Minister.
19. Acts as Recording Secretary for miscellaneous meetings as requested by the Community Minister or Leadership.
20. A Notary Public and performs necessary tasks as such.
21. Responsible for verifying charges from florists, publishers, etc., as related to the Community Minister or Leadership.
22. Performs other duties as assigned by supervisor.
C. Education and Training
Graduation from high school or equivalent required. Graduation from or certified completion of technical or business college is preferred; three to five years’ experience as an Executive Secretary, Executive Assistant or Administrative Assistant is required.
D. Position Requirements
1. Confidentiality: Maintains strict confidentiality.
2. Responsibility: Performs administrative functions for the Congregation, the Community Minister, and the Leadership when appropriate. Works closely with support staff. Extends friendly, cooperative impression to Sisters, visitors, and personnel.
3. Knowledge and Skills: Proficient with rules of spelling, grammar, and punctuation. Ability to use computers and printers efficiently and effectively. Proficient with Windows, MS Office software. Good oral communication skills are required.
4. Mental Application: Close attention to details and accuracy. Use of independent judgment following established guidelines/practices. Ability to organize and plan details using own initiative.
5. Worker Characteristics: High degree of accuracy required in performing required tasks. Proofreading skills are required.
E. Performance Requirements
1. Physical Demands: Sits at desk most of the day. Handles office equipment and supplies. Walks for short distances. May stoop or bend to file. Works in clean, well-lit office. Able to safely lift 25 pounds using good body mechanics.
2. Aptitudes: Adept at screening calls and visitors. Requires good memory for detail and ability to concentrate on many things in a short span of time. Motor coordination is necessary to operate office machines, handling supplies and filing.
3. Hazards and Risks: Some undesirable noise. No serious hazards or risks.
Moderate degree of tension. Subject to paper cuts and bruises.
4. Other Characteristics: Requires good memory for detail and ability to concentrate on many things in a short span of time. Ability to work with a variety of simultaneous tasks and deal with many interruptions. Remain calm in meeting work deadlines, alert and flexible. Ability to work with all types of people. Flexible attending meetings outside of regular work hours.
F. Non-Performance Requirements
Promotion from: No formal line of promotion.
Promotion to: No formal line of promotion.
Workers Supervised: None
G. Scope
The above descriptions generally reflect the guidelines necessary to define the primary functions of the position. The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position.
Job Type: Full-time
Pay: $21.00 – $23.00 per hour
Expected hours: 40 per week
Schedule:
8 hour shift
Day shift
Monday to Friday
Weekends as needed
Work Location: In person
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Title: TPWD – Administrative Assistant II (Assistant Office Manager)
Company: PARKS AND WILDLIFE DEPARTMENT
Location: Fort Davis, TX
