Administrative Assistant to CFO with additional Risk Manager duties (Admin Asst II), Chancery Office

The Administrative Assistant supports the CFO in the Office of Financial Services and will be the liaison between our insurance carriers and parishes and schools that have commercial insurance claims.  This includes but is not limited to some maintenance of calendars, scheduling, filing, preparation of forms, loading information to the Diocesan Web Site, scheduling and taking of minutes at meetings as needed by the CFO, data entry as needed, preparation of reports, and other duties as assigned by the CFO.  The CFO will be the primary report and will resolve all priority issues of the Administrative Assistant.   Additionally, as time allows, the Administrative Assistant will assist the Director of Facilities with scheduling, calendars and preparation of certain forms

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

• Receives and provides service to callers/visitors.
• Directs the work of the broker, adjusters, TPA, restoration companies and others.
• Provides emergency service to parishes, schools, locations.
• Serves as manager for the administration of commercial insurance and general liability program (property, casualty, earthquake, general liability, misconduct, terrorism, cyber, auto/property, auto/liability, and workers’ compensation).
• Interfaces with the diocese Third Party Administrators relating to policy determination, claims review and setting up protocols in the recognition of claims.
• Coordinates with the Facilities Department to dispatch and track work orders, schedule inspections, and support incident reporting related to workplace safety or workplace violence.
• Maintains and monitors departmental mailboxes for Workplace Violence reports and Facilities Requests, ensuring all submissions are logged, prioritized, and directed appropriately.
• Maintains Certificates of Insurance and assists in ensuring vendor compliance with diocesan risk management requirements.
• Monitors the electronic calendars for the CFO and Director of Facilities, including conference room reservations.
• General office duties including, but not limited to, phone, clerical correspondence, mail, ordering office supplies, record keeping, and paying invoices.  Arrange reimbursement for CFO travel.  Organize catering for department meetings.
• Processes correspondence for CFO, and staff within the Office of Financial Services.
• Scans and files, paper or electronic, documents as needed.  Maintains departmental filing; this includes requesting records retrieval/pickup of archival documents/files.
• Maintains lists, groups or committee members as requested.
• Assists with website maintenance of policies, procedures, forms, including new posting, removal of dated material and updates.
• Liaison with other Chancery departments and external contacts in support of the work of the Office.
• Establishes a positive working relationship with Parishes, Schools, the public and maintains a team spirit by collaborating with co-workers.
• Maintains confidentiality of materials and client information.
• Assist Receptionist with front desk duties several hours per month or as needed in collaboration with Administrative Assistants in the Chancery.
• Performs other related duties as assigned to meet the changing operational and diocesan needs of the Office of Financial Services and the Facilities Department.

OTHER OR SHARED RESPONSIBILITIES:

• Provides and assists auditors with documentation required for the annual audit for the Diocese of San Jose and other audits of Department functions and responsibilities. 

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience: Two years of college and/or three to five years of administrative experience or equivalent combination of education and experience.

 Language Skills:

• Proficient in written and oral English.
• Bi-lingual capacity is preferred but not required
• Good reading and comprehension skills, and the ability to compose and write business correspondence.
• Good interpersonal skills and the ability to effectively communicate information and respond to questions.
• Knowledge of Accounting, Finance, Insurance, Benefits and Facilities terminology helpful.

Reasoning Ability:

• Ability to interpret a variety of instructions in written and oral form.
• Analyzing, problem-solving and decision-making skills.
• Ability to alphabetize in subject format for the paper and electronic filing systems.
• Ability to adapt to changes in routine or schedule.
• Strong organizational skills.

Technical Skills:

• Good computer skills in Excel, Word, PowerPoint, Adobe Acrobat and other office software.  Ability to use the internet.
• Ability to compose correspondence, minutes and/or other reports.  Ability to create and fill out surveys and forms.
• Keyboard at 35 WPM with accuracy. 

Physical Demands:

• While performing the duties of the job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects, talk and listen.
• The employee is occasionally required to stand, walk, stoop, bend and reach with hands and arms.
• Requires physical exertion to manually move, lift, carry, pull or push objects or materials up to 25 pounds.
• Specific vision abilities required include close vision, depth perception, and ability to adjust focus.
• Must adhere to deadlines and schedules which may result in a stressful environment.

Physical Environment:

• While performing the duties of this job, the employee will work in an open office work area.
• The space is wheelchair accessible.
• Will work in an office setting with office machines.

Working Conditions:

• The employee must be physically present in the office, able to work cooperatively with other members of the staff, priests, pastors, and other administrators and be able to multi-task and work for multiple Directors.
• The employee is expected to work during normal office hours (8:30 to 5:00) five days a week, however, some meetings may be scheduled later in the day and run past 5:00 PM.
• Overtime is rarely required.
• Will possibly need transportation to attend off-site meetings.

Other Requirements:

• Knowledge and understanding of the Catholic Church and its mission.
• Exercise extreme confidentiality with information on employees and others

This is a full-time, non-exempt, benefits-eligible position. The hourly rate is based on education and experience and ranges from $28.96 to $36.19 per hour.

To apply: Please send you resume and cover letter to HR@dsj.org