Administrative Assistant I- Human Resources Ministry at Catholic Charities of Central Florida Inc

Azalea Park, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

17 May, 26

Salary

0.0

Posted On

16 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Clerical Support, Administrative Services, File Maintenance, Customer Service, Data Entry, Confidentiality, Report Preparation, Job Description Standardization, Compliance, Recruiting Support, Onboarding, Orientation, Scheduling, Microsoft Word, Microsoft Excel, Microsoft Outlook

Industry

Civic and Social Organizations

Description

Description 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. General Administrative Support 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. 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 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. MATHEMATICAL SKILLS Ability to apply basic mathematical concepts such as adding, dividing, and multiplying. 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. 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.

Responsibilities

The Administrative Assistant provides clerical support to the Human Resources Generalist, taking the lead on projects and ensuring timely delivery of skilled administrative services to support daily department operations. Key duties include maintaining and organizing files, handling inquiries, ensuring confidentiality of HR information, and developing/updating job descriptions.