Role Specifics (in compliance with Department of Labor FLSA policies):

Position: Safe Environment and Back Up Receptionist

NonExempt

Reports to: Director of Human Resources and Safe Environment

Updated 05/09/2025

Essential Functions

With the assistance of the Director of HR and SE manages processes related to Safe Environment

Provides administrative support to the Human Resources team

Back up receptionist duties

Position Responsibilities

1. Manages the information provided for VIRTUS Safe Environment training. This includes the diocesan employees all parish and school volunteers and employees. Reviews screening results. Responds to requests for information. Processes reminder emails to parishes schools and other locations reminding them to keep the safe environment information up to date.

2. Maintains the integrated database system for background checks for all diocesan employees and volunteers. Processes billing for each location of schools and parishes. Compiles information for the annual audit.

3. Performs other duties as assigned.

Essential Relationships

v Director of Human Resources and Safe Environment

v Human Resource Coordinator

v Parish and School Safe Environment contacts

v VIRTUS contacts and background screening company personnel

Competencies

Quality/Quantity uses technology to increase productivity: demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; completes work in timely manner; strives to increase productivity.

Confidentiality

Acknowledges and respects the sensitive and confidential information that flows through the office; is aware and respectful of the legal ramifications of keeping information confidential and secure.

Job Knowledge

Is competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments and uses resources effectively; requires minimal if any supervision; displays understanding of how job relates to others.

Workplace Ethics

Treats people with respect; inspires the trust of others; works ethically and with integrity; supports teachings and mission of the Catholic Church.

Communication

Expresses ideas and thoughts verbally and in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods; listens and gets clarification.

Teamwork and Cooperation

Establishes and maintains effective relations; displays positive outlook and pleasant manner; offers assistance and support to coworkers; works actively to resolve conflicts and welcomes feedback; contributes to building a positive team spirit. Exercises courtesy and professionalism in dealing with others.

Dependability

Responds to requests for service and assistance; follow instructions responds to management direction; takes responsibility for own actions; commits to doing the best job possible; keeps commitment; meets attendance and punctuality guidelines.

Planning/Organization

Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; works in an organized manner.

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.

Education and Experience

Three to five years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and business correspondence. Ability to respond to questions and speak effectively to managers and employees of the organization as well as to the general public.

Computer skills

Demonstrates proficient computer skills and familiarity of Microsoft Office software applications including Outlook Word Excel Publisher PowerPoint and Access. May also require software applications and graphic programs as required.

Other skills and Abilities

Knowledge of standard office procedures including alphabetic and numeric filing mail processing supply ordering and record keeping. Proficient human relations planning organizing and communication skills. Ability to meet deadlines by effectively organizing and prioritizing work assignments while managing frequent interruptions. Ability to operate various office machines including: computer printer copier scanner fax machine telephone and calculator. Ability to type with accuracy on a computer keyboard. Proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Utilizes proper English grammar punctuation and spelling.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel and talk or hear. The employee is frequently required to stand walk or reach with hands and arms. The employee is occasionally required to stoop kneel crouch or crawl. The employee is expected to occasionally lift and/or move up to 25 pounds.