About the Role
The Office of Human Resources is seeking a dedicated and professional Administrative Assistant to provide essential clerical, administrative, and operational support. This role is ideal for someone who values confidentiality, accuracy, and a service-oriented approach, and who is committed to supporting the mission and values of the Catholic Church.
LOCATION: Upper Valley Pastoral Center (San Juan)
FLSA: Non-Exempt
EMP. STATUS: Full-time (40 hours)
REPORTS TO: Director of Human Resources
JOB SUMMARY: The Administrative Assistant provides clerical, administrative, and day-to-day operational support to the Office of Human Resources. Responsibilities include assisting with employee records, onboarding documentation, compliance tracking, correspondence, scheduling, and office coordination. This position requires professionalism, confidentiality, accuracy, sound judgment, and a service-oriented approach consistent with the mission, values, and teachings of the Catholic Church.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative
- Provide clerical, administrative, and day-to-day operational support to the Human Resources Director.
- Serve as a professional, courteous first point of contact for employees, clergy, and parish personnel, applicants, vendors, and visitors by responding to HR inquiries and fostering a welcoming, respectful environment.
- Maintain confidentiality and professionalism in all HR functions.
- Maintain the HR calendar for meetings, interviews, onboarding, offboarding, benefit enrollments, audits, trainings, retreats, and events.
- Assist with policy updates, reports, special projects, presentations, employee communications, and meeting materials.
- Print, bind, and distribute employee handbooks.
- Prepare correspondence, forms, reports, and other HR documents.
- Coordinate HR events, trainings, vendor support, announcements, and related logistics.
- Coordinate with vendors regarding Human Resources Information Systems (HRIS).
- Order office supplies, maintain HR office inventory, process mail, answer phones, and support general office operations.
- Assist with diocesan initiatives as assigned.
- Perform other duties as assigned to support the effective operation of the Office of Human Resources.
Recruitment Support
- Create and post job announcements on internal and external job boards.
- Screen resumes and employment applications, track applicant status, communicate with applicants, and assist with background and reference checks.
- Schedule interviews and onboarding appointments and coordinate related logistics.
Onboarding
- Prepare onboarding paperwork and assist with onboarding new hires.
- Coordinate workstation setup before the new hire’s arrival.
- Coordinate with departments for IT equipment, email and network access, phones, ID badges, office keys, and related training.
- Conduct new employee orientation.
Benefits Administration
- Coordinate 403(b), medical, supplemental insurance, and related benefit enrollment activities with financial advisors, insurance administrators, and other designated providers.
- Assist with leave administration, including FMLA, parental leave, and related employee leave matters.
- Workers Compensation
- Process workers’ compensation claims and assist the Director with the annual workers’ compensation audit.
Recordkeeping
- Maintain accurate and confidential personnel files, HR records, databases, spreadsheets, and tracking logs in accordance with diocesan procedures and applicable recordkeeping requirements.
- Prepare, scan, file, archive, and retrieve HR documents while ensuring secure handling of sensitive information.
Compliance
- Assist with compliance tracking related to Safe Environment requirements, training completion, employee documentation, background check status, and HR-related deadlines.
- Update job descriptions for ADA compliance and consistency with diocesan standards.
- Assist with parish HR audits and compliance follow-up.
- Update compliance posters at both pastoral centers.
- Performance Management
- Assist with the administration, tracking, maintenance, and updating of employee performance evaluation records.
QUALIFICATION REQUIREMENTS
- Must be committed to and respectful of the teachings, values, and organizational structure of the Catholic Church.
- Must be able to perform all responsibilities with sensitivity, empathy, patience, and professionalism.
- Employment is contingent upon applicants satisfactorily passing criminal background and reference checks.
- Completion of Safe Environment Training – Protecting God’s Children is required upon hire.
- Must have a clean driving record, current valid Texas Driver’s License, reliable transportation, and valid vehicle insurance.
EDUCATION AND EXPERIENCE
- High school diploma or equivalent plus five years of human resources and/or administrative experience.
- Associate’s degree in human resources or business administration plus three years of human resources and/or administrative experience.
KNOWLEDGE, SKILLS, AND ABILITIES
- Customer-service mindset with the ability to support the Office of Human Resources with patience, professionalism, and confidentiality.
- Knowledge of HR employment laws and related documentation requirements.
- Understanding of or willingness to learn basic HR practices, employment documentation requirements, and diocesan administrative procedures.
- Knowledge of workers’ compensation claims and 403(b) plans.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential tasks with accuracy.
- Excellent written and verbal communication skills, including the ability to interact professionally and respectfully with employees, applicants, clergy, parish and school leaders, and the public.
- Demonstrates sound judgment, discretion, dependability, and integrity when handling confidential employee and organizational information.
- Maintain effective working relationships with clergy, diocesan/parish employees and the general public.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams; experience with Zoom and Canva preferred.
- Organized, detail-oriented, self-motivated, and able to manage multiple priorities.
- Strong time management, problem-solving, and follow-through skills.
- Ability to learn HRIS systems, databases, and electronic filing platforms.
- Attention to detail in preparing, reviewing, maintaining, filing, and retrieving documents.
- Ability to work independently, follow established procedures, and seek guidance when appropriate.
SALARY: Commensurate with experience.
PHYSICAL DEMANDS
The physical demands described below are representative of those required to perform the essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
This position generally requires the ability to communicate, operate standard office equipment, access files and records, and remain in a stationary position for extended periods. The role may occasionally require movement within the office to access files, records, storage areas, and meeting locations. The employee may occasionally stand, walk, climb stairs or step ladders, stoop, kneel, crouch, and lift or move up to 10 pounds regularly and up to 25 pounds occasionally.
WORKING CONDITIONS
The working conditions described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
Work is performed primarily in a professional office environment and involves frequent use of standard office equipment, including computers, telephones, copiers, scanners, and filing systems. The position requires regular interaction with clergy, diocesan staff, parish representatives, and external contacts, and may occasionally require attendance at meetings and/or diocesan events. The noise level is usually moderate. The work environment can be dynamic with frequent interruptions. Employees may undergo stressful situations due to the nature of their work, including managing employee concerns and handling confidential information.
Travel: Occasional local travel to diocesan entities for diocesan events may be necessary. The position requires travel to the Chancery in Brownsville and parish locations for audits, meetings, trainings, workshops, and related activities. Diocesan fleet vehicles are available for employees. If no fleet vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use.
Working hours: Monday through Friday, 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.
Rest breaks: 10:00 a.m. and 3:00 p.m. (15 minutes each).
Lunch hour: 12:00 noon to 1:00 p.m.
To Apply: Please email your resume and cover letter to the Office of Human Resources at [email protected]. Applications will be reviewed on a rolling basis until the position is filled.
Join us in supporting the mission of the Catholic Church through excellence in human resources administration!
Pay: From $15.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
Application Question(s):
- Due to the work environment of the role, are you a practicing Roman Catholic?
Education:
Experience:
- Human Resource and or administrative: 5 years (Required)
- Full cycle recruiting: 5 years (Required)
- Microsoft Office: 3 years (Required)
- human resource compliance: 5 years (Preferred)
- Employment & labor law: 5 years (Preferred)
- Workers' compensation: 5 years (Preferred)
- Benefits administration: 5 years (Preferred)
Language:
- English (Required)
- Spanish (Preferred)
Location:
- San Juan, TX 78589 (Preferred)
Willingness to travel:
Work Location: In person
