Administrative Assistant I- Human Resources Ministry

Catholic Charities of Central Florida Inc•Azalea Park, FL

13d

About The Position

SUMMARY The Administrative Assistant enhances administrative effectiveness by providing clerical support to the Human Resources Generalist. This position will take lead on projects through the performance of various support functions and duties. The Administrative Assistant is an entry-level professional that supports the day-to-day operations of the Human Resources department through timely delivery of skilled administrative services, specifically with respect to maintaining compliance with various Catholic Charities employment policies and federal, state, and local employment regulations. The Catholic Charities of Central Florida four core values lay the foundation for the work performed by its employees. Compassion: We meet others with a sincere desire to know and understand them, without judgment and with a genuine concern that is expressed in the care we provide and how we provide it. Dignity: We believe all people are created in the image and likeness of God and so have an inherent dignity, regardless of the circumstances of their lives. As such, we are committed to respecting this dignity in every interaction. Enkindling Faith: We enrich the lives of our Diocesan community by sharing our faith, giving witness to the gospel, and extending God's love and mercy. Trust: Inspired through faith in God and His grace, we affirm the integrity, reliability, and fairness of all members of Catholic Charities. ESSENTIAL DUTIES AND RESPONSIBILITIES 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 the 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.

Requirements

The Administrative Assistant must be a High School and/or Associate Degree and two to five years of relevant experience.
Proficiency in Microsoft Office, especially Word, Excel, powerpoint, canvas, and Outlook.
Have the ability to communicate effectively both verbally and written.
Operate office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.
Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds).
Tasks may involve extended periods of time at a keyboard or workstation.
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.

Responsibilities

Maintains and organizes paper and electronic files in accordance with Diocesan policy.
Provides excellent customer service and assistance;
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
Completes requests by answering or referring inquiries via the telephone; refers calls to appropriate person, entity, or outside agencies;
Maintains employee confidence and protects operations by keeping human resource information confidential;
Prepares reports by collecting information;
Performs scanning and filing of confidential documents; shreds as required;
Updates employment data spreadsheets;
Contributes to team effort by accomplishing related results as needed;
Develops, updates, and standardizes job descriptions as directed by the HR Generalist. Maintains current Job Description Bank.
Collaborates with the HR Generalist in ensuring compliance with the Guidelines for Screening and Hiring Personnel. Related tasks include consulting with hiring managers regarding position advertisements, coordinating interviews, and conducting pre-employment screening as needed.
Handles advertisements for various positions by formatting.
Processes new hire paperwork and ensures timely onboarding and orientation of Catholic Charities personnel.
Receives and responds to routine unemployment claims using employee separation documents and conferring with HR Generalist as needed.
Serves as the primary point of contact for verifications of employment for all former CCCF personnel.
Assists the HR Generalist with special projects as needed.
Assists HR Generalist with recruiting efforts, conducting reference checks and previous employment verifications. Onboarding – schedule and assist with new hire orientation and preparation of new hire paperwork.
Maintain various human resources files and tracking spreadsheets in Excel.
Assist with scheduling employee training and maintaining appropriate records.
Collect, review and distribute daily incoming mail and occasionally process outgoing mail.
Shreds confidential documents, as needed.
Files documents
Performs all other duties as assigned.