Administrative Assistant

Job Description

Title: Administrative Assistant
Reports To: General Counsel and Dir of Human Resources
Office/ Dept: Legal Department and Human Resources
FLSA Status: Regular, Non-exempt, Full-time, Benefited

The Administrative Assistant position provides support to two departments and requires organization, time management, efficient office and data management skills; the ability to maintain professional and positive interactions with a broad range of constituent clients and third parties; maintains confidential and sensitive information; possesses accurate recordkeeping and document preparation; good written and verbal communication skills, ability to handle strict and unanticipated deadlines and are able to be flexible with changing priorities.

ESSENTIAL FUNCTIONS:
LEGAL DEPT:
- Manage extensive filing and data-tracking and retrieval systems.
- Update and maintain extensive and detailed filing system and legal database, including current files and research files (Microsoft Access), and small law library.
- Light drafting of correspondence and other documents; light telephone work.
- Process and direct incoming and outgoing daily mail, invoices and check requests.
- Provide administrative and technical support, calendaring.
- Gather, prepare and transmit documents.
- Order and maintain supplies, and coordinate subscriptions and online services
- Support attorneys in monitoring trusts and estates and filing claims.
- Support and scheduling of extensive system of parish compliance self-reviews and on-site consultations and support attorney follow-up.
- Act as notary public for execution of Archdiocesan documents and other documents relating to Archdiocesan matters.
- Provide litigation support, including document production, witness coordination, court document filing, and online court access and services.
- Coordinate webinar participation and continuing education program participation.
- Act as department safety coordinator.
- Develop and maintain Opinion File.
- Maintain organized, clean and tidy workspace, file room, and general department area.
- Assist attorneys when they are remotely working.

HUMAN RESOURCES:
- Provide prompt, positive and professional interactions with a broad range of individuals within and outside the Pastoral Center, including parishes, schools and other Archdiocesan entities, as well as with outside contacts.
- Support the Senior Benefits Administrator with billing reconciliation, disability claim responses, San Francisco Health Care Security Ordinance (HCSO).
- Manage and process HR department invoices and expense reports for timely payment.
- Reconcile HR department credit card purchases monthly.
- Coordinate and manage the Annual employment posters of the Pastoral Center to ensure county, state and federal compliance.
- Prepare annual holiday calendar.
- Building eflyers for birthdays, receptions, time change, bldg. meetings.
- Confidential and discreet assistance and support of the Human Resources team.
- Process and direct incoming and outgoing daily mail, invoices and check requests.
- Coordinate all on-boarding and off-boarding preparations.
- Create and manage personnel files for new hires and terminations.
- Order and maintain supplies and coordinate subscriptions and online services.
- Responsible for annual service / retirement awards.
- Assists with preparation and "day of" for all Chancery events hosted by HR.
- Participate in the Chancery Safety Committee and act as the HR department safety coordinator.
- Participate in the monthly HR Connect Series (assist with preparation as needed).
- Maintain organized, clean and tidy workspace, file room, and general department areas.

QUALIFICATIONS:
Must be proficient in all modules of the Microsoft Office Suite (365 preferred), Outlook Adobe, Adobe Sign, Paylocity. Data entry experience is preferred.

Practicing Catholic is preferred

EXPERIENCE:
2-4 years administrative experience is required

EDUCATION/CERTIFICATIONS:
Bachelor's degree. Will consider equivalent experience.

PLEASE SUBMIT A RESUME, COVER LETTER, AND 2 REFERENCES TO:
Christine Escobar
Human Resources
escobarc@sfarch.org

NOTICE OF NON-DISCRIMINATION

Pursuant to the San Francisco Fair Chance Ordinance, all employees of the Archdiocese of San Francisco shall be employed without regard to race, color, sex, ethnic or national origin and will consider for employment, qualified applicants with criminal histories.

About the Employer

The Roman Catholic Archdiocese of San Francisco serves three counties: San Francisco, Marin, and San Mateo. There are over half a million Catholics in this Archdiocese.