Description

PARISH MISSION:

Guided by the Holy Spirit, we are a community centered in the Eucharist. We seek to live our faith, to grow in holiness, and to proclaim the love of Christ through service to all.

JOB PURPOSE:

The Receptionist is the first experience parishioners have at the St. Mary Parish Office and provides a warm and welcoming presence while providing assistance in all manner of requests and supporting coworkers with various duties.

GOALS & OBJECTIVES:

This position is the information center of the parish office. This receptionist must be the most informed in the parish and is the face and first impression of St. Mary parish to our parishioners and visitors. As such this position requires the most positive, friendly person with a willingness to do whatever is required to serve. The position leads by example in dress and attitude to create a warm and welcoming environment that fosters growth of the parish. The primary areas of responsibility are highlighted below:

• Front Desk Duties
• New Parishioner Welcome & Ministry
• Office Management / Administration Support
• Database Maintenance
• Copyediting
• General Office Support

REPORTING:

Direct Manager: Manager of Administration

Guidance & Inspiration: Disciples of the Hearts of Jesus and Mary

TYPE:

Non-Exempt, Part Time: 20 hours per week

DUTIES & RESPONSIBILITIES (to include but not limited to):

Front Desk Duties

• Welcomes parishioners & visitors, address inquiries, and direct or refer as appropriate.
• Welcomes appointments and notifies staff of arrivals.
• Answers telephone calls and is prepared to discuss routine questions regarding policy, parish and school activities, and directs to appropriate staff other questions as necessary.
• Assists needy individuals referring to various agencies including St. Mary related entities such as St. Vincent de Pau and St. Mary Parish Pantry.
• Records clear and accurate messages.
• Maintains key control over spare keys.
• Leads, recruits, trains and supervises St. Mary Office Assistants, the ministry team that assists with administrative tasks and substitutes at the front desk. Intentionally creates a team that “seeks to greet all in a spirit of genuine hospitality and serves all visitors, parishioners and staff with an open and generous heart.”

New Parishioner Welcome & Ministry

The Administrative Assistant/Receptionist is responsible for leading the Welcoming process of new parishioners including their orientation, introduction to Stewardship opportunities, and follow-up.

• Enters new parishioner registrations into the database.
• Reviews, maintains, and mails welcome packets.
• Seeks to answer questions and direct new parishioners to appropriate staff as needed.
• Maintains knowledge of all ministries and parish-wide events to help new parishioners connect with other families.

Office Management / Administration Support

• Assists in financial data entry and reporting, Capital Campaign marketing, reporting, and data entry.
• Provides administrative support for staff as needed.
• Assists with the Parish database by establishing office-wide data-entry procedures, completing database queries as requested, creating mailing lists, and other functions as necessary. Ensures database is updated with current parishioner information.
• Maintains offertory envelope database
• Supports Sacramental Recording as needed including safeguarding the parish seal.
• Assists visitors in obtaining Mass Intentions including keeping the schedule, completing and mailing requests for memorial cards, and submitting financial documents and stipends to the Parish Bookkeeper.
• Creates, administers, communicates and manages parish office calendar of staff and events including out-of-office, coverage, special occasions, vacation schedules, etc.

Copyediting

• Assists Business Operations Department with editing and rewriting letters and other texts as necessary.
• Edits / formats documents as requested by staff members. Researches image licensing and copyright requirements as necessary.
• Assist Communication Coordinator and other staff members with various copyediting projects as requested.

General Office Support

• Maintains extensive understanding of the Pastoral Center phone system including greetings for all pertinent business, setting up new mailboxes, other support as needed.
• Handles all mail and maintains confidentiality. Maintains and is the expert on the postage meter. Delivers mail to the post office as needed.
• Monitors and orders office supplies.
• Audits, consolidates, and organizes supplies in the various supply rooms and closets.
• Initiates contacts with vendors for regular maintenance or repair of office equipment and to order supplies, materials and equipment.
• With the Marketing Coordinator, maintains expertise and assists staff with the Parish Office Production Copier.

Qualifications

TECHNICAL SKILLS & KNOWLEDGE PROFILE:

• Excellent written and oral communication skills; Spanish speaking a plus.
• Strong attention to detail and ability to meet deadlines.
• Previous experience in customer service or hospitality a plus.
• Motivated & self-directed individual with demonstrated skills in multi-tasking.
• Demonstrated administrative experience working with the general public in an office setting.
• Able to influence others and keep people and projects on track.
• Creative, positive, enthusiastic, and cheerful disposition.
• Proficient in using Microsoft Office products, Word, Excel, Publisher, and familiarity with parish database functionality.
• Skilled with the use of general office equipment.

PROFILE FOR SUCCESS:

• Cooperation and teamwork: Works well with others
• Judgment in job performance: Decision making ability
• Reliability and quality of work: Achieves results
• Mission of the Church: Connects the work of the parish office to the parishioner experience
• Takes initiative: Develops continuously
• Communication: Professional demeanor and interpersonal skills
• Supervision and leadership: Leads courageously
• Ability to honor and maintain confidentiality

The employee is expected to be a practicing Catholic in good standing with the Catholic Church and an active member of a Roman Catholic Parish.

As all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the teachings, goals and mission of the Church in performing their work. Every employee of St. Mary Catholic Parish is expected to model virtue and justice:

• Create a warm, welcoming, positive and cheerful workplace for both staff and parishioners
• Foster respect and dignity of all, do not gossip, do not slander or malign others
• Embrace a spirit of docility, obedience, and accept the leadership and vision of the Pastor
• Maintain confidentiality in all aspects of the job
• Demonstrate reliability, punctuality and personal integrity, personal issues do not interfere with managing work responsibilities
• Adhere to business professional dress code