Administrative Assistant - Business Office (Part Time)

Description

The Business Office Administrative Assistant provides essential operational and clerical support to ensure smooth daily business operations. This role focuses primarily on workforce logistics and documentation, including coordinating job postings, managing employee onboarding paperwork, maintaining highly organized digital and physical filing systems, processing standard business forms, and generating operational reports. The ideal candidate is exceptionally detail-oriented, comfortable handling confidential data, and skilled at multi-tasking in a fast-paced professional environment.

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

• Facilitates the initial onboarding process by preparing and distributing digital new hire packages.
• Reviews and audits the onboarding tasks for correctness and completeness.
• Communicates new hire information to the appropriate team members. 
• Formats and publishes vacancy announcement in the human resources system. 
• Assists in messaging candidates as instructed by hiring managers.
• Processes employees, vendors and volunteers through the Diocesan screening process. 
• Obtains reference checks for future employees. 
• Builds, labels and maintains highly secure physical and digital filing systems for vendors, volunteers, and personnel data. 
• Enforces strict confidentiality standards regarding sensitive financial information and protected employee files. 
• Professionally communicates and interacts with staff members, management team, volunteers, and Diocesan officials.
• Prepares reports by collecting information and data.
• Prepares accounts payable checks for mailing. 
• Updates filing each new fiscal year. 
• Assists with gathering annual compliance and audit information. 
• Monitors timesheets for missing information. 
• Attends required meetings and gatherings.
• Monitors certificates of insurance for expiration dates. 
• Contributes to team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Performs all other duties as assigned.

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.

Requirements

EDUCATION and/or EXPERIENCE

High school diploma or equivalent supplemented by three (3) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word and Excel, Google, and Human Resource software.  

OTHER SKILLS and ABILITIES

• A high level of organizational and interpersonal skill.
• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
• Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. 
• Knowledge of Microsoft Office and Google Suite.
• Ability to multi-task in a fast-paced environment. 
• Confidentiality is essential.

WORKING CONDITIONS

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.