Human Resources Administrative Assistant, Chancery Office

Sep 15, 2023

  • Administration, Finance & Office
  • San Jose, CA
  • Applications have closed

Website Diocese of San Jose Diocese of San Jose

The Chancery

Human Resources (HR) Administrative Assistants provides administrative support to the HR team in its various functions including recruitment, benefits, time and attendance, employee database, and others as may be assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):

  • Handles general HR administrative functions, as follows:
  • Performs customer service functions by answering employee requests and questions.
  • Prepares recruitment and other HR-related documents based on instructions from the other HR Team members.
  • Creates reports for senior management.
  • Reviews, forwards, or handles mails received by the Human Resources
  • Maintains physical and digital HR and employee files.
  • Manages payment of invoices and processing check requests for HR.
  • Monitors and orders office supplies as
  • Prepares HR correspondence, photocopy, scan, file, and complete other performs other clerical functions.
  • Acts as a reliable and supportive team member
  • May be asked to assist in the following HR functions as may be required and based on specific instructions:
    • Recruitment:
      • Reviews and drafts job descriptions and job ads.
      • Places job ads in various approved job sites.
      • Coordinate and schedule interviews
      • Drafts job offers and employment agreements based on given parameters.
      • Helps organize and manage new employee orientation, on-boarding, and training programs.
    • Benefits, Workers Compensation, Leaves
      • Prepares necessary documents based on set parameters.
      • Distributes communication materials as needed.
      • Follows up or coordinates with other employees, as required.
  • Other assignments
    • Assists in other HR initiatives like performance appraisals, benefits enrollment, etc, as needed.
    • Completed special projects that may be assigned from time to time.

REQUIRED SKILLS/ABILITIES:

  • Good verbal and written communication skills.
  • Effective interpersonal and customer service skills.
  • Has attention to detail.
  • Working understanding of human resource principles, practices and procedures is preferred
  • Good time management skills and ability to meet deadlines.
  • Ability to multi-task
  • Ability to exercise discretion and
  • Good analytical and problem-solving abilities

THIS POSITION SUPERVISES: N/A

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:      

  • Preferably with bachelor’s degree
  • 1-2 years of work experience
  • Experience in doing Human Resources work will be an advantage.

Language Skills:

  • Good written and oral communication skills with an ability to effectively communicate with all stakeholders.
  • English, required.
  • Being bilingual is an advantage.

Technical Skills:

  • Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software.

Physical Demands:

  • While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear.
  • The employee is occasionally required to stand, walk, stoop, and reach with hands and arms.
  • The employee must frequently lift and/or move up to 10 pounds and be able to retrieve and replace files in filing cabinets.

Other Requirements:

  • Ability to work in a multi-cultural work environment.
  • Able to work evenings and weekends which may be required occasionally.
  • Able to work cooperatively and collaboratively with other members of the staff as well as with staff members outside the department.
  • Able to multi-task and provide good customer service.
  • Must have an understanding and acceptance for the mission of the Catholic Church.
  • Must support the teachings and values of the Catholic Church and its mission.

SALARY RANGE: $25-28 per hour based on experience and education. 

How to Apply: Interested candidates should submit a cover letter, resume, and duly accomplished application form (see link below) to zarina.asghar@dsj.org

For application: Employment_Application_Form.docx (live.com)