South Burlington, Vermont
Human Resources Administrative Assistant Job Opening in South Burlington, Vermont - Title: Administrative Assistant
Department: Human Resources
Supervisor: Executive Director of Human Resources
FLSA Status: Non-Exempt
General Statement of Duties
This position provides administrative and technical support to the Executive Director of Human Resources, as well as the Office of Human Resources and Safe Environment Programs. The position has a high degree of confidentiality and professionalism.
Essential Duties and Responsibilities
Provides administrative support to the Executive Director of Human Resources. This includes timely and accurate assignments, completion of expense reports, maintenance of HR filing systems, maintenance of various databases, and ongoing updating of forms/policies. Completes tasks related to general office administration for HR and Safe Environment Programs, including answering inquires, managing supplies, drafting documents and correspondence, editing, handling mailings, as well as mass mail distribution as needed, scheduling of the conference room and conducting general research.
Answers calls professionally. Acts as ?front-line? for employee questions/requests as well as for priest, parishes, schools, Level III Homes and volunteers.
Maintains legal postings at all locations. On-site management of posting of materials on communication boards or via email.
Understands and adheres to The Charter for the Protection of Children and Young People as it relates to this position.
Assists with the OSE year-round process of tracking and filing data which must be submitted as record for the annual audit
Conducts background screenings following all federal and state regulations for the following groups: Employees of the Diocese of Burlington; Adult volunteers, especially those who work with minors in the diocese; and, employees of all the VCCI and the Residential Care Homes, completed on behalf of Vermont Catholic Charities.
Responsible for regular maintenance of the background check database for the Office of Safe Environment Programs and for the Human Resources Office.
Employee Relations will: a) manages all employee events based on the Workplan, COTS, and other events as they arise; b) conducts all on-boarding (employee orientations) and c) off-boarding.
Employment- Placement of ads, management of resumes and scheduling of interviews and prepares offer letters. The position must also track and dispose of resumes once they have reached the 13 month retention requirement.
Compiles data and prepares Month End statistical reports for the Executive Director of HR, which serves as updates for the Vicar General and Bishop. Prepares additional reports or analysis and database upkeep as requested. Ensures that the results are delivered in a timely manner.
Manages on-line personnel records for lay personnel and maintains and updates the computer records relating to employee data and benefit plan coverage, including updates to the payroll system and various spreadsheets.
Maintains the HR and Safe Environment Programs Web portals. Manages content on department websites/intranet sites to ensure stakeholders have access to the most current information on all ?electronic? forms for all new hire paperwork, healthcare, dental, vision information/forms and all policies and procedures as it relates to the specific sites and entities.
Maintains VISIO organizational charts.
Manages Service Awards which includes obtaining length of service reports, determining who receives the awards, orders the awards, wraps and gets cards signed by the Bishop.
Enhances services and quality on an ongoing basis through individual efforts and initiatives by participating with colleagues to develop solutions and continuous improvements to , policies and services.
Abides by all HIPPA regulations and all state and federal laws. Ensure confidentiality always.
Performs miscellaneous duties as assigned per policy and procedure.
Qualifications
Education and Experience
Requires a Bachelor?s degree Business and three to five years of progressively responsible related experience; equivalent combination of education and experience may be acceptable to the hiring authority. Knowledge of general HR operations and VT Law as it relates to child abuse, and awareness of state procedures for reporting abuse of a minor a plus. Possesses the ability to understand and apply federal and state laws, regulations, and compliance requirements. Proficiency in Microsoft Word, Excel, PowerPoint. Knowledge of Microsoft Access and Publisher is a plus.
Commitment to the Catholic Church?s teachings, and familiarity with the general structure and mission of the Catholic Church. The individual will be a practicing Catholic in accordance with Canon 874 §1, 3 , 4 of the Code of Canon Law.
Job Type: Full-time
Required education:
Bachelor's
Required experience:
Administrative Assistant: 3 years
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