What are the responsibilities and job description for the Receptionist/Administrative Assistant position at Diocese of Davenport?
JOB PRIMARY PURPOSE/FUNCTION
As the initial contact with the public, this position is responsible for greeting and directing visitors, answering incoming telephone calls and directing callers to appropriate personnel.
SPECIFIC DUTIES AND RESPONSIBILITIES
A. Greet visitors and guests. Maintain the Guest Sign-In Sheet and direct them accordingly. Follow Immigration Dept. protocols for their guests.
B. Answer incoming telephone calls promptly and direct callers to the appropriate personnel. Utilize voice mail system or write accurate messages as needed.
C. Sort, distribute and route mail accord to the Sorting Protocol and Immigration procedures.
D. Provide office support of organizing rooms after sessions, ordering supplies and materials and posting bulletin board items when assigned.
E. In cooperation with the Director of Technology, maintain the telephone console system keeping various programmed messages and staff directory current.
F. Maintain mailbox system for office personnel and residents. Receive and distribute UPS and Fed Ex deliveries.
G. Schedule conference rooms and vehicles as needed or requested. Monitor Employee and Guest Sign-in Sheets.
H. Keep various Receptionist Handbooks and Diocesan Directory up to date. Update Staff Check-in Sheet and Staff Phone Directory as needed.
I. Maintain list of employee birthdays and post on bulletin board. Prepare employee anniversary certificates as needed and forward to Bishop’s Office.
J. Maintain appearance and upkeep of bulletin board in the 1st floor hallway and common areas: mailbox room, vestibule, reception seating area, reception desk, and shredding/copier station.
K. Provide training for volunteers and staff who cover reception in your absence.
L. Perform assigned duties during an emergency as an assigned member of the Safety Team.
M. Provide administrative assistant to the Multicultural Ministries Office.
EDUCATION, TRAINING AND EXPERIENCE
A. High School diploma or equivalent.
B. Proven administrative assistant experience, with bilingual proficiency in English and Spanish or French preferred.
Job Type: Part-time
Expected hours: 20 per week
Benefits:
- Employee assistance program
- Paid time off
Schedule:
- 4 hour shift
- Day shift
- Monday to Friday
Work Location: In person
