Receptionist

Receptionist

The 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 Administration

• Prepare 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.

Database

• Supports staff requests for the output of computer data such as reports, directories, labels, etc.

Record Retention Responsibilities

• Maintains 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 information

Volunteers

• Administrative support volunteers, such as event forms, room reservations, current up to date parish calendar.

Internal Contacts

• Diocese Pastor, Business Manager, and employees.

External Contacts

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements

• This 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 Requirements

• Infrequent 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 Preferred

• High School Diploma
• Previous 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 required

Knowledge and Skills Preferred

• Practicing 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).