POSITION SUMMARY:
The Receptionist for the Diocese of San Jose is the first contact person for anyone who calls or visits the Diocesan Offices. This is a public relations and public service position, and many times a caller forms their first impression of the Catholic Church, by how this person answers their phone call or greets them on their visit to our offices. Five percent of this position is the actual physical part of the position; the other ninety-five percent is acquired knowledge.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
(other duties may be assigned)
Receptionist
To answer and direct all incoming phone calls which come through the main switchboard.
To give directions to callers to Diocesan offices, to parishes, to schools and other religious entities.
To take messages, and to be a holding place for things to be picked up or delivered.
To call for emergency help, such as police or fire, as the situation dictates.
To “Welcome” and greet visitors and guests to the Diocesan Offices.
To direct visitors and guests to meetings, appointments, or offices.
Sort and prepare mail for Diocesan office and notify the Diocesan offices the mail has been sorted.
Manages the day-to-day organization of the mail room.
To sign for FED EX, UPS, and U.S. Mail deliveries
Personal Characteristics- Ability to maintain a high degree of confidentiality concerning the work of the Diocese.
Takes outbound mail to the post office daily before leaving for the day.
Administrative Assistant
Provides general day-to day administrative and clerical support to the Chief Operations Officer and support to the Delegate to Religious.
Provides support for special projects to the COO.
Handles ordinary correspondence and processes bill.com invoices.
Supports in providing filing support and file management assistance.
Handles ordinary correspondence for COO
Maintains Chancery phone lists and updates regularly.
Provides support in ordering supplies for Chancery and support offices.
Work with the Executive Assistant to the COO to manage lunch and time off coverage.
OTHER OR SHARED RESPONSIBILITIES:
This position can help with large mailings, by labeling envelopes, as well as, folding letters and stuffing envelopes. Assist Chancery Offices with administrative and clerical projects as requested by COO.
THIS POSITION SUPERVISES:
No other positions.
QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:
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, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Must have the ability to interact professionally with all pastors, employees and visitors.
Must have ability to work in a multi-cultural environment.
Must have effective organization skills, effective written and verbal communications skills and ability to work with minimum supervision.
Education and/or Experience:
Associates Degree or equivalency, preferable plus 3-5 years of experience in reception or administrative assistant roles. Knowledge of the Catholic Church and how it functions. Knowledge of the Diocese of San Jose and its history; Santa Clara County, as well as the locations of the parishes, schools, and other religious entities.
Language Skills:
Must have ability to communicate effectively and have strong interpersonal skills.
Bilingual in Spanish/English
Computational Skills:
None required.
Reasoning Ability:
Patience and basic common sense required. This position requires: the ability to listen and to problem solve; the ability to calm irate callers or to handle difficult people who come to the Diocesan offices; the ability to be kind, courteous, helpful; and the ability to handle rudeness on the phone or in person.
Technical Skills:
Proficient in Microsoft Office
Certificates, Licenses, Registrations: None required.
Physical Demands:
This position requires the ability to see, hear, speak and listen. This position requires the employee to sit for long periods of time at a desk. It also requires the frequent use of hands in repetitive motion of picking up the handset of the telephone and putting it down. It requires the ability to do a great deal of talking in conversations, both on the phone and in person. The employee must frequently lift and/or move up to 10 pounds.
Physical Environment:
The noise level in the reception area should be quiet, in order to hear callers on the phone. This space is wheelchair accessible.
Working Conditions:
The employee must be physically present in the office. Able to work cooperatively with other members of the staff and with parish staff and be able to multi-task. The employee is expected to work within normal office hours (8:30 am to 5:00 pm) five days a week. Overtime and/or travel are rarely required.
This position does not have flexibility of time off due to the nature of the position. Time off needs to be planned with coverage availability.
Other Requirements: This position requires a resource person, with the knowledge of how to use the directory for the Diocese of San Jose, as well as The Kenedy Official Catholic Directory.
This position requires the knowledge of how to be a resource person, for the different agencies in Santa Clara County that deal with homelessness, financial aid, rental assistance, and other critical situations
How to Apply: Interested candidates should submit a resume to jobs@dsj.org
Salary Range: $24.00 – $28.00 per hour, based on education and experience.
