Benefits Assistant

GENERAL INTRODUCTION:

The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8).  He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

Under the direction of the Benefits Services Director performs a variety of tasks to support the administration and running of the Benefits Services Office. Note: References to Benefits Services include Payroll Services. This includes but is not limited to providing administrative support to the Director of Benefits Services and Payroll, managing of the Benefits Services calendar, drafting of letters, mail merges, minutes and other items as assigned.  Provides additional administrative support to the Priest Health and Pension Boards and the Lay Pension Investment Advisory Board. Provides customer service support to the lay employees and priests of the Archdiocese of Seattle. Assists the Senior Benefits Accountant with AP and AR basic functions.

ESSENTIAL POSITION DUTIES:

1. Provides administrative and logistical support to the Archdiocesan Director of Benefits and Payroll.  This includes managing the Benefits Services Director’s calendar, scheduling and arranging of meetings as assigned. Answers phone calls and performs clerical functions incidental to benefits activities.  Handles the daily mail of the Benefits Services Office.
2.  Provides back up customer service to lay employees and priests. Provides additional assistance as needed to the Benefits Services staff. This may include filing, word processing, making copies, composing, editing and proofing of documents for content and typographical errors.  Coordination of special mailings and mailing of benefit supplies to individuals and units as requested.
3. Schedules and coordinates the logistics of all parish, school, or deanery benefit meetings and/or presentations, including conference calls.  Assists in the preparation of materials for meetings, including meeting agendas, presentations, notices, and handouts, laptops, projectors, etc.  Makes food, travel and lodging arrangements as necessary.   Maintenance of the various BSO calendars and mailing lists, the ordering of office supplies and maintenance of the office supply inventory, including equipment supplies (phones, copiers, printers, and fax).  Supports overall administration of the office.
4. Oversees routine and emergency maintenance of office equipment.  Coordinates PC software and hardware updates with Chancery IT.  Maintains and updates organizational files and designs filing systems where appropriate.  Maintains record of archived BSO files.
5. Assists the Senior Benefits Accountant by processing AP and AR weekly.
6. Arranges for outgoing deliveries and acceptance of incoming deliveries. Notifies Chancery reception, vendors, parishes, schools and agencies of BSO office closures and schedule changes as necessary.  Manages parking related issues with vendor and/or Chancery management.  Answers the door phone.
7. Supports the Benefits Services Director with the maintenance of our HIPAA Business Associate Agreements (BAA). Treats individually identifiable health information encountered in carrying out duties in accordance with applicable federal and state law and Archdiocesan policies.
8. Greets visitors and escorts them to the right person or meeting.

ESSENTIAL QUALIFICATIONS:

1. Primary: 

1. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.
2. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.

1. Education:

1. Bachelor’s degree, business preferred.

1. Experience:

1. At least 2 to 4 years office/administrative job-related experience. 
2. Excellent organizational, proofreading, writing, word processing and desktop publishing skills.
3. Proficient in Microsoft tools (particularly Word, PowerPoint and Excel). 
4. 4 years demonstrated outstanding customer service experience and problem-solving skills.

1. Other Elements:

1. Very strong interpersonal and organizational skills.
2. Ability to use judgment in non-routine matters
3. Ability to complete multiple projects within established deadlines.
4. Ability to maintain confidentiality of information.
5. Ability to learn provisions of all lay and priest health and welfare and pension plans administered by Benefits Services
6. Knowledge of and familiarity with the Catholic Church of Western Washington, preferred.