Administrative Assistant (Safe Environment)

Description

The Administrative Assistant provides administrative support to the Safe Environment Director. The Administrative Assistant assists the various parishes, schools and associated entities in fulfilling Safe Environment compliance requirements as mandated by the Diocese of Orlando.

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.

General Administrative Support

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Provides excellent customer service and assistance;
• 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;
• Provides lunch relief to front desk receptionist, as needed;
• Contributes to team effort by accomplishing related results as needed.

Safe Environment Support

• Assists Safe Environment Director with background clearance status information;
• Maintains and updates employee clearance expiration dates;
• Assists employees and volunteers with Safe Environment training;
• Maintains and organizes department files;
• Assists in the fingerprinting registration process, including operating the mobile unit as directed;
• Assists with processing and emailing Safe Environment clearances;
• Enters cleared volunteer data in Raptor system on a monthly basis;
• Handles incoming calls, voicemails, and emails regarding Safe Environment process, inquiries, and general questions accordingly
• Completes Safe Environment tasks in Paylocity by entering clearance and expiration dates for employees in the Onboarding process;
• Completes terminated/archived employee deletions in the fingerprint retention system on a monthly basis;
• Assists Safe Environment Director with daily office support;
• Completes additional projects and tasks, as needed.

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.

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.

EDUCATION and/or EXPERIENCE

Associate in Science (A.S.) degree in business or office administration, criminal justice, or relevant program preferred and three to five years of office experience. Proficient in Microsoft Office, especially Word, Excel, and Outlook. Bilingual in Spanish and English preferred. Must possess excellent writing and verbal skills.

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES

· Must have a propensity for detail work and maintaining order

· Excellent interpersonal skills and the ability to put people at ease

· Able to respond efficiently to common phone and email inquiries from diocesan entities, parishioners, or members of the business community

· Able to read and analyze routine correspondence and compose appropriate responses

· Understands and appreciates the need for confidentiality

· Excellent organizational and time-management skills

· Able to contribute to a team effort

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.

PHYSICAL REQUIREMENTS

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.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.