Receptionist

Receptionist

The Receptionist position is one of the most important positions at the parish. The Receptionist is the face of the parish. This position is responsible for welcoming parishioners and guests, directing them to various functions and answering calls.

Principal Accountabilities:

• Welcomes all visitors in a warm and professional manner as they come into the reception area.
• Checks the Parish Calendar daily to be aware of activities on campus and directs parishioners/visitors to their meeting location
• Answers phone calls, takes messages, and properly directs calls to the correct extension.
• Issues out volunteer badges, using the log sheet.
• Order apparel for ministries, when needed.
• In charge of the "Feed our Friars" Ministry
  • Phoning volunteers to remind them of their upcoming meal they are signed up for.
  • Notifying the Friars when certain days are not filled for that week.
• Maintains a clean, organized and professional workspace at all times.
• Monitors video surveillance cameras.
• Maintains Mass intention book.
  • Record Mass intentions and receive payment from parishioners/visitors for the mass intentions
  • Mail list of scheduled Masses to contributors.
  • Order Mass cards.
• Mail handling
  • Sort daily incoming mail.
  • Prepare bulk mailings per current postal regulations and take to post office.
  • Keep records for bulk mailing account
  • Monitor meter money level
  • Print monthly postage usage reports
• In office check/cash deposit preparation
  • Responsible for the daily logging all checks that come through the mail, as well as cash/checks brought in for mass intentions.
• Direct/Support Ministry meetings
  • Be knowledgeable of meetings and events that are scheduled for the day and when needed, help direct parishioners get to where they need to go.
  • Help open doors and stand at doorways to help direct parishioners to the correct room.
• Maintains the "information" email address, forwarding emails to the proper people and responding to emails when necessary.
• Performs other duties as assigned by the Business Manager

Typical Decisions and/or Recommendations Made in This Position:

• (Minimal) Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received:

• Minimal to Moderate Received
• None to Minimal Given

Internal Contacts:

• Pastor, Priests, Business Manager, and employees.

External Contacts:

• Parishioners, 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 our parishioners, 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.
• Ability to accept work interruptions while still remaining focused on duties.
• Data entry via computer keyboard that 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:

• No travel is required

Education and Experience Preferred:

• High School Diploma / GED
• Two years of Front Receptionist experience (Preferred)
• Two years of experience with multi-line phone systems (answering, transferring, etc.) (Required)
• Two years of experience in Microsoft Office products (specifically Outlook, Word, and Excel) (Required)
• Two years of experience in Customer Service (Preferred)

Knowledge and Skills Preferred:

• Demonstrated ability to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs, strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor and/or Business Manager in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.

FLSA Designation: (Non-Exempt) (Full Time = 38-40 hours) (Monday-Friday)