Receptionist/Administrative Assistant

Job Summary

The Parish Receptionist/Administrative Assistant at St. Joseph Catholic Church greets all persons entering the office area or calling in to the parish in a kind and courteous manner portraying St. Joseph’s hospitality. The position is a key role in ensuring efficient and appropriate communication occurs with all parish staff members and parishioners. The Receptionist/Administrative Assistant is a major team player, responsible for the efficient and orderly flow of routine administrative assistant functions as listed below. The Receptionist/Administrative Assistant takes direction from the Pastor, Associate Pastor, and Director of Operations. The Receptionist/Administrative Assistant helps live out the mission of the Parish, to meet, know, live, and share Jesus in our local community, and this person is comfortable in demonstrating spirituality and faith to Parish Staff and Parishioners by example.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the Parish (St. Joseph Catholic Church), which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Persons employed at St. Joseph Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Duties

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Joseph Catholic Church in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
• Responsible for greeting courteously all visitors to the parish during office hours whether in person, by phone, or by email.
  • Contact all parishioners by phone or email on a rotating basis to check on their well-being
• Provide administrative assistance to the priests, deacons, and Director of Operations as directed, including any scheduling needs ensuring confidentiality when needed.
• Sort and distribute mail and packages
• Perform data entry from weekend collections in Donor Database and handles money received for Masses, flowers, candles, etc. as directed by the Director of Operations and in accordance with diocesan guidelines.
  • Keeps records on the Pastor’s mass stipends.
• Coordinate with Funeral, Wedding, Baptism, etc. Ministers to assist parishioners with preparation plans and procedures.
  • Coordinate Baptism preparation class with Deacon.
• Provide support and guidance for office support volunteers, notify this group when assistance needed, and obtain vacation help from this group.
• Aid in hospitality for monthly meetings for staff, parish council, finance council, etc.
• Aid Director of Operations and Pastor in the coordination with ministers for larger events/retreats.
• Attend parish staff meetings as directed by the Director of Operations.

Knowledge, Skills, and Abilities

• Must be a practicing Catholic, with a thorough understanding of the Catholic Church, her teachings, and the foundations of the Christian faith.
• Proficient in the use of Microsoft Office applications, especially Word, Excel, PowerPoint, and Publisher, spreadsheet and database programs, with at least a working knowledge of Facebook and other social networking applications and web-site management software, ability to use or willing to learn parish specific programs.
• Good organizational and collaborative skills.
• Ability to multi-task.
• Good communication skills with ability to keep confidentiality.
• Interpersonal skills to work with parish groups and staff, as well as the public.
• Helpful attitude, patience and team spirit.

Minimum Qualifications:

Education and Trainings:

• Associate degree or relevant experience.

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Certifications and Training:

• Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 30 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of employment.

Working Conditions

• All employees of the parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church.
• All employees must adhere to the Catholic Schools Standards of Conduct, the Diocese of Austin EIM policies, and the social, ethical, and moral teachings of the Roman Catholic Church as interpreted by the Bishop of Austin.
• The Parish is an at-will employer.
• Texas is an “at-will” employment state. Letters of employment are not contracts, nor do they bind the employer or the employee to a predetermined time or guarantee of employment.
• All buildings and vehicles owned by the Parish are tobacco free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends, evenings, and some holidays may be required.
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations.
• Will be required to adhere to established dress codes and conduct standards.
• May be required to use personal or parish vehicle to drive to off-site locations.
• Traveling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.