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Administrative Assistant, PT

Contact: Bridget Frament
Roman Catholic Diocese of Albany's Catholic School Office


Job Summary:

Posted 2/12/24 - The Personnel Services Administrative Assistant serves as a resource to the Catholic Schools. The Personnel Services Administrative Assistant will assist the Director of Personnel Services with specialized administrative tasks including managing and overseeing employee records and benefits as well as perform administrative tasks and services to support effective and efficient operations of the Catholic School Office’s Personnel Services Department.

Summary of essential job functions:

The Personnel Services Administrative Assistant responsibilities will include, but are not limited to the following:

Establish and maintain the integrity and confidentiality of employee files and records, ensuring completion, and accuracy of details such as employee contact information, job classification, pay rates, health insurance, and other key details for current and former school employees.Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.Performs administrative and recordkeeping tasks related to new hires, school rosters, staffing changes, which may include layoffs, resignations, terminations, and extended leaves of absence.Assist with following the employee record retention schedules.Answer, process or direct all phone calls received for the Personnel Services Office.Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to the Director of Personnel Services.Provides clerical support to the HR department.Coordinates processes through New York State Education Department TEACH Online Services for applicants, employees, and athletic coaches background check clearance. As well as the completion of Catholic Mutual Trainings prior to date of hire, and annual completion of Sexual Harassment Trainings by all employees of the Catholic schools.Assist with recruiting efforts. Maintains accurate records of active job openings and received applications; manages internal and external job postings.Assists with the administration of employee benefits, which includes collecting and submitting employee information and notice of change in status to health, pension, life/long-term disability, and other benefit options.Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.Assists with new employee electronic onboarding, and the processing of new employee paperwork.Conducts periodic school personnel audits to ensure each employee enrolled in the health insurance is paying the proper bi-weekly rate in accordance with their hours per week worked.Coordinate COBRA requests in a timely manner to assure the departing employee will receive their COBRA paperwork in a timely manner as well as being removed from the school’s monthly health insurance invoice.Performs all other related duties as assigned.


Associate degree from an accredited college with at least two (2) years related experience and/or training; or equivalent combination of education and experience.Must be an individual who demonstrates respect for the teachings and traditions of the Roman Catholic faith.Excellent organizational skills and attention to detail.Extensive knowledge of office management systems and procedures.Communicates clearly, informatively, and persuasively in positive or negative situations; responds well to questions.Pleasant and efficient phone manner. Self-directed in organizing areas of responsibility. Ability to handle multiple tasks throughout the workday.Valid NYS Driver’s License and record of safe operation of motor vehicle.Capacity to handle challenging situations tactfully and relate well with all constituencies (office staff, pastors, principals, teachers, visitors, and the general public).Ability to maintain confidential information.Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.Working knowledge of Microsoft Office Suite, Internet software, and databases. Must have the ability to learn other software, as required.

Physical Demands:

Position requires extended periods of sitting and working at a computer, ability to move about in an office environment, ability to operate office equipment, e.g., phone, computer, printer; occasional lifting up to 25 pounds; must be able to travel to various worksites within the Diocese of Albany.


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time.

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