Description
SUMMARY
The Receptionist serves visitors by greeting, welcoming, and directing them; notifies parish personnel of visitors’ arrival; maintains security and telephone system; performs routine administrative and office support services and basic accounts and recordkeeping duties.
The Diocese of Orlando four core values lay the foundation for the work performed by employees:
1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- The front desk of a church is often a weekday caller or visitor’s first experience with the church community. The receptionist will, therefore, need to present him/herself with a neat appearance and keep the workspace orderly.
- Accepts all phone calls and walk-ins as a warm and welcoming representative of the church, answering questions, and directing inquiries appropriately. Treat every visitor, caller, or service person with courtesy, cheerfulness, and respect.
- Must be able to learn other computer software as required by the Parish.
- Maintains Mass Intentions using Microsoft Excel.
- Counts money and record receipts.
- Receives, opens, and distributes mail. Receives and signs for specially delivered packages.
- Applies postage to outgoing mail and prepares it for pickup. Updates Accounting Department when additional postage needs to be purchased.
- Keeps copy machines supplied with paper and print cartridges. Distributes associated records.
- Places supply orders.
- Cleans coffee pots in the morning and afternoons. Restocks sugars, creamers, teas, etc. as needed.
- Maintains parishioners contacts, files, and documents.
- Intakes and processes sick calls for the priest as appropriate.
- Checks mail, e-mail, phone messages, prayer requests, etc., communicating information in a timely manner to appropriate persons.
- Prepares weekly bulletin and transmits at scheduled time to bulletin printing company.
- Records new members, processes welcome letters for new parishioners, and updates information in the church database.
- Receptionist must relate well with a diversity of persons (Pastoral Staff, Church Leaders, Parishioners and Office Visitors).
- Prepares and mails Sacramental Certificates.
- Records Sacraments in appropriate Sacramental Register.
- Maintains confidentiality in all areas of responsibility as required.
- Contributes to team effort by accomplishing results as needed.
- Prepares Baptismal documents and works with Faith Formation Coordinator
- Prepares Security Money Bags
Requirements
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CATHOLIC FAITH
Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.
EDUCATION and/or EXPERIENCE
High school degree or equivalent. Three (3) or more years receptionist experience required including two (2) years or more of database experience. Must be Bi-lingual in Spanish and English.
OTHER SKILLS and ABILITIES
· Excellent telephone skills and ability to stay calm in stressful situations.
· Proficiency with Microsoft Office products, including Word and Publisher.
· Solid organization skills and ability to work independently.
· Ability to read and interpret basic correspondence.
· Excellent interpersonal and organizations skills.
· Must have a pleasant telephone manner and good communication skills.
· Ability to define problems, collect data, establish facts, and draw valid conclusions.
· Ability to read and interpret basic correspondence.
· Excellent interpersonal and organizations skills.
· Must have a pleasant telephone manner and good communication skills.
WORKING CONDITIONS
The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.
PHYSICAL REQUIREMENTS
Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.
