Administrative Assistant

Position: Administrative Assistant
FSLA Status:Full Time
Location: Archdiocese of San Francisco
Department: Office of the Vicar for Clergy

Purpose:

Welcome guests with appointments and when appropriate provide hospitality. Answer and resolve up to four multiple incoming phone calls at a time.

Responsibilities:

• Vicar for Clergy / Office of Ongoing Formation: Welcome guests with appointments and when appropriate provide hospitality. Answer and resolve up to four multiple incoming phone calls at a time.
• Open, sort incoming mail, address out-going mail for domestic and international delivery. Organize and order office supplies.
• Follow up with visiting priest’s Letters of Good Standing and Permission Forms. Ensure USCCB Charter Compliance, VIRTUS, Fingerprinting, and LGS is completed. Create and distribute Celebret and Medical cards through Badgy.
• Maintain Vicar for Clergy Webpage.
• Prepare forms through Formsite and finalize reports. Assist with Pension Assessment report
• Prepare and finalize Elections and Assessments. Prepare and distribute announcements to Clergy. Resolve insurance issues for active priests.
• Coordinate invoices and payments.
• Coordinate events and meetings which include facility or conference room reservations, coordination of room equipment setup, refreshments, caterers, registration, name tags, handout materials, meeting room clean up, payments, stipends, evaluations, evaluation reports and Minutes. Maintain reference binders, electronic filing system, and file documentation into Clergy Personnel folders.
• Assist with Official Catholic Directory Prepare and mail Christmas Cards.
• Retirement: Provide information and answer Medicare Part A, Part B, Part D, Supplemental insurance and Advantage plan enrollment questions.
• Assist and resolve Medicare enrollment issues.
• Resolve medical invoices with medical providers and answer insurance questions.
• Resolve payment issues between the insured and provider, United Administrative Services (UAS). Assist with Medicare Creditable Coverage qualification Form.
• Work with Human Resources for Proof of Creditable Coverage Letter.
• Assist with Rx drug plan options including drug prescription tier reductions, formulary exceptions, and pharmaceutical Rx offered grants.
• Analyze supporting documentation, calculate, and initiate reimbursement for Rx medications purchased while in Medicare Part D drug plan, “Stage 3, Coverage Gap”.
• Coordinate billing with Assisted Living facilities.
• Immigration for Priests, Sisters, Seminarians, and Students: Coordinate Immigration petitions with Parishes, hospitals, Vicar for Clergy, Lawyer, Finance, client, and USCIS (Homeland Security).
• Submit Sponsor Withdrawal Notifications to USCIS. Respond to On-site visit by USCIS agent.
• Coordinate immigration information with Payroll.
• Support to Retired Auxiliary Bishops and Bishop(s) assigned: Coordinate meetings, maintain calendaring appointments, flights, hotels, transportations, Installations, Confirmations, Mass Cards, correspondence, medical insurance, and check requests.

Activities:

• Vicar for Clergy / Office of Ongoing Formation: Welcome guests with appointments and when appropriate provide hospitality. Answer and resolve up to four multiple incoming phone calls at a time.
• Retirement: Provide information and answer Medicare Part A, Part B, Part D, Supplemental insurance and Advantage plan enrollment questions.
• Immigration for Priests, Sisters, Seminarians, and Students: Coordinate Immigration petitions with Parishes, hospitals, Vicar for Clergy, Lawyer, Finance, client, and USCIS (Homeland Security).
• Support to Retired Auxiliary Bishops and Bishop(s) assigned: Coordinate meetings, maintain calendaring appointments, flights, hotels, transportations, Installations, Confirmations, Mass Cards, correspondence, medical insurance, and check requests.

Qualifications and Experience:

• Proficient in MS Outlook, WORD, EXCEL, Adobe, Google Drive, Google Docs, Survey Monkey, Formsite, Badgy and other Microsoft applications.
• Familiar with ACCESS, VIRTUS, Flocknote and e-Catholic website.
• Familiar with set up process for SFARCH email on the smart phone and through web link. Excellent verbal and written communications skills.
• Good interpersonal skills and ability to work well with others
• Ability to multi-task in a high pace environment, set priorities and organize work effectively. Ability to work independently.
• Ability to maintain confidentiality. Ability to consistently meet deadlines.

Other:

How to Apply:

Please submit cover letter, resume, completed application and any letters of recommendation or other documents to:
ChristineEscobar
Human Resources Manager
Archdiocese of San Francisco
One Peter Yorke Way
San Francisco, California94109
Email: [email protected]

Statement of Non-Discrimination:
All employees of the Archdiocese of San Francisco shall be employed without regard to race, color, sex, ethnic or national origin and pursuant to the San Francisco Fair Chance Ordinance, will consider for employment qualified applicants with criminal history.