Administrative Assistant and Receptionist

Receptionist St. Regis Catholic Parish Bloomfield Hills, Michigan

The Receptionist serves as the welcoming first point of contact for St. Regis Catholic Parish and provides essential administrative and business office support that keeps the parish running smoothly each day. This role blends hospitality, organization, and accuracy. The Receptionist greets parishioners and visitors, manages parish communications, supports sacramental and parish records, and assists with offertory and ParishSOFT data processes. The ideal candidate is warm, dependable, detail-oriented, and comfortable balancing people service with financial and administrative responsibilities. The principal duty of all employees is to support the mission of the Church by creating an environment where parishioners feel welcome, cared for, and supported. This job description is not intended to cover or list all activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Key Responsibilities

• Hospitality & Front Desk Operations
  • Serve as the primary point of contact for all parish visitors and callers.
  • Greet visitors and parishioners in a friendly and professional manner.
  • Answer and route incoming phone calls.
  • Provide general information about parish services, events, and ministries.
  • Maintain a neat, welcoming reception and office environment.
  • Record and deliver clear and accurate messages.
• Parishioner Intake & Sacramental Support
  • Coordinate intake and documentation for important moments in parish life.
  • Register new parishioners and update household record.
  • Process change-of-address reports.
  • Schedule and assist with baptisms, funerals, weddings, and Mass intentions.
  • Maintain sacramental and parish records with accuracy and confidentiality.
  • Prepare certificates and notifications as needed.
• Business Office & Financial Support
  • Provide daily administrative support to the business office and offertory processes.
  • Enter cash and check receipts into ParishSOFT.
  • Record offertory basket collections into ParishSOFT.
  • Assist with ParishSOFT Giving reports and related data entry.
  • Prepare deposits and complete bank runs.
  • Issue receipts and maintain documentation.
• Administrative & Office Operations
  • Ensure smooth day-to-day functioning of the parish office.
  • Order and maintain office supplies.
  • Distribute mail and handle outgoing mailings.
  • Operate and maintain office equipment.
  • Provide clerical and secretarial support to parish staff and ministries.
  • Assist with parish mailings, labels, bulletins, and communications.
  • Support logistics and hospitality for special events and parish functions.
• Special Events & Parish Support
  • Provide administrative support for parish programs and celebrations.
  • Prepare materials and communications.
  • Offer general assistance to staff and volunteers.

Qualifications & Skills

High school diploma or equivalent required. Experience in a receptionist, administrative, or office support role preferred. Strong interpersonal and customer service skills. Ability to maintain confidentiality and discretion at all times. Detail-oriented with strong organizational skills. Comfortable handling financial information and data entry accurately. Proficient with Microsoft Office (Word, Excel, Outlook). Ability to learn ParishSOFT or similar parish management software. Able to multitask and prioritize in a busy office environment. Comfortable interacting with parishioners during sensitive life events.

Personal Qualities

The successful candidate will be: warm and welcoming, calm under pressure, highly dependable, organized and accurate, service-oriented, comfortable working in a parish ministry environment.

Working Conditions

Office setting with regular computer use. Periods of sitting, standing, and light lifting. Regular, reliable attendance required. Occasional evening or weekend support for parish events may be requested.

Mission Alignment

All employees of St. Regis Catholic Parish are expected to support the mission of the Catholic Church and conduct themselves in a manner consistent with the values and teachings of the parish.