Administrative Assistant

Administrative Assistant
Ministry: Administration
Primary Office: Arlington
Hours per Week: 40
Staff Supervisor: Jenifer White, Vice President Administration
Telework Available: __X__ No ____Hybrid
Starting hourly rate: $22.60/hour
Estimated annual: $47,000

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Position Description:
The Administrative Assistant for the central office of Human Resources for Catholic Charities of the Diocese of Arlington will provide a wide variety of administrative tasks to support the VP of Administration, Human Resources (HR), Quality Assurance (QA) and Facilities.

The Administrative Assistant will be responsible for coordinating new hire onboarding process, managing the communications for Administration, assisting with recruiting needs, filing, coordinating training initiatives and general office support. This position will report to the Vice President of Administration and will provide back-up support to the Executive Assistant to the CEO.

Position Responsibilities:
Office Management:
• Oversee mail and package distribution
• Provide assistance to employees and prospective employees
• Order office and kitchen supplies, keep the office and shared kitchen tidy, organize internal monthly, gatherings, lunches or meetings. Liaise with vendors/property management
• Order staff business cards and nameplates
Administrative duties:
• Maintain HR and Quality Assurance files including active and inactive files/storage in an organized and efficient manner.
• Prepare invoice vouchers for Administration staff
• Assist in enrolling and tracking of training course for HR and QA
• Assist Facility Manager in maintaining vehicle records
• Assistant Quality Assurance Director with reporting needs

Human Resources Support:
• Coordinate new hire onboarding process to include employment verification (e-verify), background checks, processing new hire paperwork (HelloSign), coordinating new hire orientation
• Conduct regular audits of employee files and follow-up as necessary to ensure files are complete and up to date. Maintain all HR compliance posters.
Other Duties:
• Provide support to the President & CEO when needed
• Assist with special projects
• Provide back-up support to receptionists

Qualifications & Skills:
• Ability to meet multiple deadlines, well organized and flexible
• Strong interpersonal skills and ability to communicate with all levels internally and externally
• Ability to maintain confidentiality
• Have a high degree of integrity, reliability, initiative, and adaptability and act in a calm and professional manner
• Strong knowledge and experience with of Microsoft Office, including Outlook, Word, Excel and Microsoft Teams
• Ability to create PowerPoint presentations and forms
• Excellent verbal, written and listening skills
• Familiarity with Applicant Tracking Systems (ATS) and HCM, preferably Dayforce
• Willingness to uphold Catholic Moral & Social Teaching in the workplace

Education and Experience:
• Associate degree or equivalent experience
• Minimum of 1 -2 years' experience as an administrative assistant preferable in Human Resources or as an office manager.

Physical Demands:
Sitting for periods of time and some light lifting up to 25 lbs.

BENEFITS: Vacation, Sick, 15 paid holidays in 2023, Medical, Dental, Vision, Employee Assistance Program. Closed between Christmas and New Years.*
After 1 year, Tuition Reimbursement K-12, Pension Enrollment, Professional Assistance.

To view our benefit offerings:*
https://www.arlingtondiocese.org/human-resources/what-we-do/

APPLY FOR POSITION: https://jobs.jobvite.com/catholic-charities/job/oWfGmfwX