Receptionist

ReceptionistThe person in this position is responsible for providing a welcoming interface with the parish staff and volunteers for the St Martin de Porres Parish office.General AdministrationPrepare the weekly parish bulletin and post in it on the Church Website.Receives and places telephone calls, schedules appointments as requested, types written communications (letters, reports, memos) and processes mail. Greets and refers visitors to the appropriate ministers, services, or agencies.Establish office record-keeping systems (not sacramental records). Develops and maintains filing systems and maintains schedule of office hours and meetings.Fosters effective communication among all people including parish staff, volunteers and parishioners. Maintains a cooperative spirit with staff members.Schedules for parish facilities' use. Develops and maintains a calendar that identifies the time, date, and name of ministry as well as room scheduled to use. Maintain office calendar.Oversees inventory of office supplies. Orders materials, supplies, or equipment as needed. Oversee the maintenance contracts for the various office machines.Responsible for the updates to the parish census records (database) on a regular basis. Adds/deletes/changes information as needed.Attend staff meetings.Performs other tasks assigned by the Business Manager and/or Pastor.Help with the Safe-environment coordinator as needed.DatabaseSupports staff requests for the output of computer data such as reports, directories, labels, etc.Record Retention ResponsibilitiesMaintains a current work process binder for each project or major area of responsibility.Maintains an inventory of correspondence.Maintains call logs with appropriate call back informationVolunteersAdministrative support volunteers, such as event forms, room reservations, current up to date parish calendar.Internal ContactsDiocese Pastor, Business Manager, and employees.External ContactsParishioners, diocese vendors, local, state, and federal agency representatives, and auditors.Working Conditions and/or Physical RequirementsThis position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the parish, tight deadlines and moderate workloads.Ability to sit and perform computer work for lengthy periods of time.Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.A significant amount of time regularly spent on the telephone providing parishioner support.Ability to accept work interruptions while remaining focused on duties.Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.Ability to lift-up to 35 pounds without assistance and up to 60 pounds with assistance.Travel RequirementsInfrequent travel, as directed by the Pastor or Business manager, by car, may be required to the Catholic Center, Diocese Parishes and/or schools.Education and Experience PreferredHigh School DiplomaPrevious successful experiences with or demonstrated ability to learn parish database and word processing system.Active member of a Roman Catholic Parish.Database management experience preferred but not requiredKnowledge and Skills PreferredPracticing Catholic, faithful to the Magisterium, and in good standing with the Catholic Church.Associates degree or experience in administrative management.Previous volunteer management, database management, and budget experience preferred.Ability to work well with people from a diverse variety of audiences.Ability to honor and maintain confidentiality.Ability to receive, understand, retain, and complete verbal and written tasks.Ability to work independently as well as in teams.Excellent organization, prioritization, and communication skills.Excellent time management skills.Excellent writing skills (syntax, tone, and style).Excellent grammar, composition, spelling and referencing skills.Willingness to continue with personal and professional development.Demonstrated competency in Microsoft Word, Excel, Outlook and Parish Data Systems.Demonstrated history of good judgement.Demonstrated aptitude for adaptability and flexibility.General ability to work with, troubleshoot, and learn how to use technology.Bilingual (Spanish/ English) is highly desirable but not required.FLSA Designation: Non-Exempt, Full-time, 40 hours per week, Onsit e. M-F 8am -4:00pm (with 30 minute unpaid lunch break).