Receptionist

Position: Receptionist

Department: Chancellor’s Office

Location: Chancery Office - Brownsville

FLSA: Full time – Non-exempt

Supervisor: Chancellor’s Administrative Assistant

JOB SUMMARY: As the first point of contact for our guests, the receptionist embodies professionalism and a genuine commitment to exceptional service. This vital role involves maintaining a busy reception area, greeting visitors and guests, answering incoming calls, directing inquiries with care, providing information, maintaining a well-organized front desk, and fostering a welcoming environment for guests, visitors, clergy, and diocesan employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcome guests, visitors, clergy, and employees in a polite, and professional manner.

• Answer all incoming calls in a professional, pleasant, and caring manner, providing information and assistance as needed. Ensure all calls are answered promptly.

• Manage entry access to building and greet visitors.

• Ensure the reception area is always staffed; arrange for backup coverage when stepping away to maintain continuous support.

• Refer telephone calls and visitors to appropriate personnel, and if not available, take messages.

• Distribute incoming faxes and notify employees of mail packages delivered to the office so that they can pick them up.

• Coordinate the transfer of mail between the Brownsville and San Juan offices.

• Ensure that appropriate mail bags are always available to send mail to San Juan.

• Assist in locating Diocesan employees as needed.

• Maintain and update the Diocesan Directory using FrameMaker.

• Maintain and update Access spreadsheet lists to create reports as needed.

• Maintain and update mailing labels and provide printouts for staff as needed.

• Notify Public Relations to upload the updated Diocesan Directory on the website, every time changes are made. Verify on website that the new directory was uploaded.

• Assist individuals to locate their sacramental records by making requests to parishes, tracking following-ups on requests, and distributing records once obtained. Maintain appropriate records of sacramental requests.

• Transmit to our parishes the sacramental notifications received from Mexico.

• Prepares outgoing mail and packages daily by applying postage (backup).

• Perform office-related errands, such as mail delivery/pickup, bank deposits, etc., as requested by the supervisor. (backup)

• Maintain a neat, organized, and professional reception area.

• Uphold confidentiality when handling calls, records, and documents.

• Perform other related duties as assigned.

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.

• Candidate should be a fully initiated and practicing Catholic.

• Candidate should be both knowledgeable and faithful to the teachings of the Catholic Church.

• Adhere to Protecting God’s Children and Code of Ethical Conduct.

EDUCATION AND EXPERIENCE

• High school graduate or equivalent.

• Two years of secretarial/receptionist experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Must have excellent customer service skills.

• Must have excellent secretarial and organizational skills and must possess good working knowledge of general office administrative practices and procedures.

• Excellent writing and interpersonal communication skills. Possesses effective and professional oral and written communication, both in English and Spanish. Ability to maintain effective working relationships with other diocesan employees, clergy, parish staff, and wider community.

• Possess good communication skills, including professional telephone skills and good judgment.

• Reliability and trustworthiness; ability to maintain confidentiality. Strong time management and organizational skills required. Ability to organize office work, meet objectives and deadlines.

• Ability to work as a team player in a highly collaborative environment. Strong interpersonal skills. Open to continued professional growth and development. Positive, practical attitude with balanced initiative.

• Knowledge of typing, filing and proficient with computers (Microsoft Word, Excel, Access, Publisher and Adobe FrameMaker).

• Experience in digital media. Familiarity with handling basic computers and audio/visual equipment. Familiarity with the use of the Internet, Microsoft Office, Canva, and similar office and online applications. Able to create and manage social media content in accordance with diocesan social media policy.

• Ability to maintain clerical records.

• Attention to detail is a must.

• Ability to understand and follow established operating procedures and to perform duties in a professional manner and appearance.

• Consistent attendance, punctuality, and dependability are requirements for this position.

• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret technical instructions and deal with several abstract and concrete variables.

SALARY: Commensurate with experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job.

While performing the duties of this job, employees must be able to talk, hear, and see. They must have the ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. The employee is regularly required to stand, sit, walk, use hands/fingers to handle or feel. Employees must be able to remain in a stationary position 50% of the time. Occasionally they will need to move around in the office, position themselves to access or maintain files in filing cabinets, or to operate office machinery, walk on uneven ground, etc. They will constantly be operating a computer, extensive use of a keyboard; calculators, copiers, printers, or scanners, etc. Employees must be able to climb. Occasionally they may climb stairs, step ladders, ascend/descend a step ladder. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to 10 pounds and occasionally carry, lift, and/or move up to 40 pounds.

WORKING CONDITIONS

The work conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work area is a typical office environment with extensive contact with the public. Dress code is professional office attire. Average 40 hours per week. The noise level in the work environment is usually moderate. A company fleet vehicle is available if needed for this position. Mileage reimbursement is available for use of personal cars for diocesan business.

Working Hours: Monday through Friday: 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.

Rest breaks: (15 minutes): 10:00 a.m. and 3:00 p.m.

Lunch Hour: 12:00 noon to 1:00 p.m.

Job Type: Full-time

Pay: $11.00 - $12.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $11 - $12