Administrative Assistant to HR, Safe Environment, and Security
Full Time
Fort Worth, TX 76108
Posted
Job description
Position: Administrative Assistant to Human Resources, Safe Environment and Security
Date Revised: October 18, 2022
Reports to: CHRO and Director of SE
Location: The Catholic Center
800 West Loop 820 South
Fort Worth, Texas 76108-2919
www.fwdioc.org/employment
General Position Summary: The Office Assistant for Human Resources, Safe Environment and Security significantly contributes to increasing the efficiency, responsiveness, and effectiveness of HR, SE and Security departments. The incumbent is responsible for maintaining absolute confidentiality for all assignments in these departments. Additionally, they will be responsible for filing, researching, intra-office communications, scheduling, streamlining, and documenting administrative procedures, and monitoring supply inventory levels. The Office Assistant will assist with the data input process.
Principal Accountabilities
Safe Environment
- Organize and schedule meetings and appointments and maintain department calendars and answer the incoming phone calls for the CHRO and Director of Safe Environment as needed
- Run background checks; create Virtus profile
- Assist Safe Environment department in preparing annual audit
- Verify “Core Screening – General Background Check” designation.
- Scan and electronically file Facilitator interviews, Onsite visits, and other items as needed.
- Maintain active Safe Environment Coordinator and Facilitator lists.
- Verify dates of training, retraining and background check for staff, clergy, and religious sisters.
- Act as reception for the departments; assure that visitors have appointments and if not, schedule them for SE, HR, and Security.
- Confirm that walk-ins have appointments and if not, schedule them for HR and SE staff.
- Audit, file and maintain paper documents, including training session sign in sheets and misc. HR and SE documents as assigned.
Human Resources
- Monitor and maintain HR email inbox
- Receive, scan, and ensure completeness of new hire paperwork; ADP initial data entry of new hire paperwork; process and return I-9s to locations
- E-Verify all new hire paperwork
- Receive and respond to all Texas Workforce inquiries
- Supports the HR Talent Acquisition programs as needed.
- Assist with setup for HR, SE and Security presentations, training sessions, and various SE Facilitator meetings.
- Responsible for all incoming and outgoing mail, shipping, and supply orders.
- Work with telecommunications to verify all internal contact information.
- Cover front reception desk on a rotation basis.
- Monitor and maintain office supplies for both departments (not electronic supplies)
- All other tasks as assigned
Security
- Organize and schedule meetings and take incoming calls for the Security Department.
- Work in the ministry database for the Security Department.
- Organize and communicate security training with parish volunteers.
Internal Contacts:
- Catholic Center, Diocesan Church and School staff
Working Conditions and/or Physical Requirements:
- This position works in a fast-paced office environment and may be subject to tight deadlines, moderate to full work-loads due to the quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
- Ability to sit and perform computer work for lengthy periods of time.
- Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
- A significant amount of time regularly spent on the telephone providing customer service support and problem-solving for both internal and external customers.
- Ability to accept work interruptions while still remaining focused on duties.
- Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
- Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.
Travel Requirements:
- Some travel may be required by auto.
Education and Experience Preferred:
- High School or GED required
- Some College Preferred
Knowledge and Skills:
- Microsoft Office 365
- 1-2 years of experience working with database systems or HRIS
- Bi-Lingual in English and Spanish, helpful, but not required
FLSA Designation: Full Time/Non-Exempt
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