Job Opportunity Details

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Job Details

Executive Administrative Assistant

Posted: 4/28/2021

Hiring Location: Diocese of Dallas - Pastoral Center
Address: 3725 Blackburn St., Dallas, TX 75219 (Map)

Job Type: Full Time
Hours: Monday-Friday, 8:00 a.m.- 5:00 p.m.
Weekends/OT Required: Occasionally
Education Required: Associates Degree
Catholic Required: Preferred
Bilingual Required: No

Job Description

Executive Administrative Assistant
Reports to CHRO
FLSA Status: Non-Exempt
Full Time position

General Summary
The Executive Administrative Assistant performs advanced administrative functions and keeps complex records. Some decisions are made independently (within the scope of the job) and contain frequent new and varied work situations. Contacts frequently involve confidential/sensitive matters necessitating discretion. Support is provided to the Chief Human Resources Officer and is a priority. The position requires extreme professionalism in actions and appearance. Promptness and sense of urgency is a necessity in this position.

Job Requirements

Essential Duties and Responsibilities of the Position

Please carefully review this section prior to applying for the position.

• Assists the CHRO in managing daily operations of the office
• Maintains accurate and complete files for the CHRO
• Schedules appointments, prepares for meetings, conferences, travel and prepares expense reports
• Maintains agenda for one-on-one meetings for CHRO, as appropriate, with staff members as well as agenda for weekly staff meetings
• Requisitions departmental supplies including office supplies, nameplates, business cards; ensures office equipment is in operational order
• Assists the CHRO with the preparation of the performance review/salary administrative process
• Handles varied administrative projects and procedures within the department
• Handles and is responsible for confidential records and information within the department
• Performs administrative duties to support Human Resources department
• Maintains all personnel files for the Pastoral Center
• Creates and maintains all organizational charts for the Pastoral Center
• Facilitates responses to inquiries and complaints, recurring reports and recurring correspondence
• Administers HR record retention initiatives within the HR Dept.
• Performs internal customer service functions by answering employee requests and questions
• Completes I-9 Forms, verifies I-9 documentation and maintains I-9 files
• Administers pre-hire background checks in the pastoral center
• Maintains wellness account (including purchases and balance)
• Develops and maintains standing desk inventory
• Assists with processing terminations
• Administers the service award program
• Maintains the HR department’s contact list and CHRO Diocesan contact list
• Administers job posting process
• Maintains headcount report
• Acts as a liaison with other departments and outside agencies/organizations
• Assists with the recruitment process, as appropriate, and tracks status of candidates, etc.
• Administers exit interview process
• Administers new employee orientation program
• Administers the Texas Workers’ Compensation Program
• Develops and implements HR audit process for the PC
• Performs other work-related duties as assigned by CHRO

Position Requirements- Please carefully review the position requirements before applying.

Knowledge, Skills and Abilities:
• Knowledge of general business/HR practices
• Must be able to work within established guidelines of authority
• Must be able to make decisions quickly within area of expertise
• Extensive experience in a professional office environment
• Proven ability to organize files, events and materials in a successful manner
• Proven ability to communicate successfully in verbal and written form.
• Must be able to interact with all that come to the Pastoral Center
• Excellent capabilities with Microsoft Word, Excel, Access, Power Point, Visio
• Demonstrated experience using v-lookups and pivot table functions in Microsoft Excel, required
• Ability to learn new software programs as needed
• Professional demeanor and appearance a MUST
• Positive, practical attitude with a balanced business approach
• Ability to solve practical problems while dealing with a variety of fluid variables
• Excellent grammar and spelling as well as a professional phone presence
• Must have an attitude that there is “no end to the day”
• Must be a self-starter and work autonomously to complete assigned duties

Education and Experience:
• Minimum of an Associate’s Degree in a related field, highly preferred
• Minimum four years’ experience working with HRIS systems
• Minimum seven years’ administrative experience required
• Experience with a non-profit organization helpful

Special Requirements:
• Must be available to work 8AM to 5PM, five days a week, with overtime.
• Practicing Catholic in good standing, preferred

Physical Requirements Specific to the Job:
• N/A

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.

Additional Information

Executive Administrative Assistant Detailed Job Description

Hiring Contact

Name and Title: Lana Kauffman, HR Business Partner/Recruitment
Phone: N/A

How to submit resume: Email

Approved - Yes