Description:
We are seeking a dedicated and proactive individual to join our team as a Parish Receptionist/Admin Assistant.
Part-Time Mon – Thurs 9 am - 3 pm Fri 9-Noon
The Parish Receptionist serves as the first point of contact for parishioners and visitors and plays a crucial role in creating a positive and welcoming atmosphere. This role involves handling front-office operations and performing various administrative tasks to support the parish’s priests and back-office staff.
Key Responsibilities:
- Welcome visitors and parishioners, identify their needs, and provide information and assistance to meet them or direct them to the appropriate staff member or office.
- Answers and directs phone calls, providing them information or assistance; refers calls to appropriate office; maintains record of telephone messages and directs to appropriate staff person.
- Registers new parishioners and maintains accurate parishioner information in the parish database. Helps maintain parish records and manages various database forms and processes.
- Calls and emails Parishioners as needed to verify demographic information. Helps Parishioners with setting up or modifying their online contributions. Data entry as needed for administration.
- Establishes and maintains sacramental forms and records; maintains a parish record of all sacraments administered by parish clergy; responds to requests for verification of sacraments received; reports reception of sacraments to other parishes as necessary.
- Orders all office supplies and maintains office machines; schedules maintenance services, coordinates service calls/repairs, and orders supplies through vendor.
- Enters weekly cash and check contributions into parishioners’ profiles and checks the money counters totals with database totals. Processes checks and completes remote deposits. Types thank you letters for special contributions as needed.
- Coordinates incoming and outgoing mail; sorts and distributes incoming mail; stamps outgoing mail and distributes costs to appropriate departments. Assists with any special parish-wide mailings.
- Makes copies for back-office staff if requested. Maintains organized and stocked copy room.
- Safe Environment Coordinator: maintains our site’s CMG profiles are up to date, helps volunteers with their yearly certification, ensures that all volunteers are Safe Environment Certified, provides updated volunteer lists to staff liaisons, or lead volunteers with updated certification status for each of the groups and attends annual Diocese of Phoenix Safe Environment meeting.
- Assists priests with schedules, appointments, and calendars as needed.
- Performs other position-related tasks deemed necessary and/or as assigned by the office manager and administration.
Requirements:
Knowledge, Skills, and Abilities:
- Bilingual: Must be able to communicate clearly and compassionately in both English and Spanish.
- Excellent interpersonal and communication skills and a pastoral attitude.
- Good computer & typing skills. Has knowledge of Microsoft Office applications.
- Willingness to learn database management system and ongoing learning with database updates, etc.
- Understands the importance of confidentiality of parish records and conversations.
- Attention to detail and accurate data entry skills.
- Self-learner, Problem-solver, and a Team player.
If you are passionate about contributing to our parish community and have the necessary skills, we encourage you to apply.
