Administrative Assistant - Business Office (Part Time)

The Business Office Administrative Assistant provides essential operational and clerical support to ensure smooth daily business operations. This role focuses primarily on workforce logistics and documentation, including coordinating job postings, managing employee onboarding paperwork, maintaining highly organized digital and physical filing systems, processing standard business forms, and generating operational reports. The ideal candidate is exceptionally detail-oriented, comfortable handling confidential data, and skilled at multi-tasking in a fast-paced professional environment.

The Diocese of Orlando four core values lay the foundation for the work performed by its employees.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.

2. Respect: Affirming each person’s God-given dignity and uniqueness.

3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.

4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Facilitates the initial onboarding process by preparing and distributing digital new hire packages.
• Reviews and audits the onboarding tasks for correctness and completeness.
• Communicates new hire information to the appropriate team members.
• Formats and publishes vacancy announcement in the human resources system.
• Assists in messaging candidates as instructed by hiring managers.
• Processes employees, vendors and volunteers through the Diocesan screening process.
• Obtains reference checks for future employees.
• Builds, labels and maintains highly secure physical and digital filing systems for vendors, volunteers, and personnel data.
• Enforces strict confidentiality standards regarding sensitive financial information and protected employee files.
• Professionally communicates and interacts with staff members, management team, volunteers, and Diocesan officials.
• Prepares reports by collecting information and data.
• Prepares accounts payable checks for mailing.
• Updates filing each new fiscal year.
• Assists with gathering annual compliance and audit information.
• Monitors timesheets for missing information.
• Attends required meetings and gatherings.
• Monitors certificates of insurance for expiration dates.
• Contributes to team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Performs all other duties as assigned.

QUALIFICATIONS

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, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.