Administrative Assistant - Retirement Office

Description

SUMMARY

The administrative assistant enhances administrative effectiveness by providing clerical support to the Retirement Manager and HR Department. The Administrative Assistant provides professional administrative support services, contributing to the team effort by accomplishing related results as needed.

The Diocese of Orlando four core values lay the foundation for the work performed by 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

The following duties and functions, as outlined herein, is 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.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Maintains and organizes paper and electronic files in accordance with Diocesan policy.
• 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 Chancery receptionist, as needed;
• Performs scanning and filing of confidential documents; shreds as required;
• Maintains and enters data into IPAS, HRIS, and other systems.
• Explains and communicates retirement process to employees;
• Processes weekly deposits;
• Supports the monthly preparation of actuarial data;
• Updates employment data spreadsheets;
• Prepares and distributes retirement packets;
• Produces and communicates results of benefits reports;
• Contributes to team effort by accomplishing related results as needed;
• Performs all other duties as assigned.

Requirements

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. 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

Associate’s degree in business, accounting or finance and three to five years of relevant experience. Proficient in Microsoft Office, especially Word, Excel, and Outlook. One to two years’ experience with databases. Bilingual in Spanish and English preferred. Must possess excellent writing skills and the ability to maintain confidentiality.

OTHER SKILLS AND ABILITIES

• Highly organized and propensity for detailed work.
• Excellent analytical skills and problem-solving capacity.
• Ability to effectively prioritize tasks and time demands.
• Ability to maintain high level of confidentiality.
• Good written and oral communication skills.

LANGUAGE/COMMUNICATION SKILLS

Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community. Confidentiality is essential.

MATHEMATICAL SKILLS

Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

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.