Secretary/Receptionist

Under the direction of the Pastor and Business Manager and in accordance with established policies and procedures, performs confidential secretarial assignments for the parish operations, utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Assists in the management of the communication and office needs of the parish. Provides accurate day-to-day operational services and computer input/output services.

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.

EDUCATION/CERTIFICATION

High School diploma or GED required to successfully accomplish the essential of this job. Related professional training or certification is highly desirable.

EXPERIENCE

Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software (all Microsoft Office products, and database programs), and facility to learn new programs. Ability to maintain accurate records and to maintain confidentiality.

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos. Ability to read, write, and speak in both English and Spanish. Ability to effectively present information in one-on-one and group situations to parishioners, clients, and other employees of the Parish.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to (10) pounds and occasionally lift and/or move up to (25) pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

OTHER:

Must be an active Catholic in good standing. Demonstrated ability to set priorities and organize work effectively and efficiently, ability to compose correspondence, minutes, and/or reports. Ability to represent the parish well to others. Is dependable and responsible in carrying out duties and responsibilities and meeting deadlines. Able to grasp quickly how the parish office functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

General:

• As directed prepares correspondence for the pastor
• Assists with the distribution of mail; assists with bulk mailings and assists for other mailings
• Oversees the timely opening and secure closing of the parish office each day as necessary, ensures that all machines are off, answering machine is on, windows and doors are locked, and all appropriate lights and other electronic equipment are off
• In conjunction with the Parish Business Manager, maintains an organized filing system
• Oversees office volunteers when required
• Attends staff meetings and other meetings as requested

Telephone:

• Answers telephones, take messages for the parish staff
• Assists visitors in the parish office

Parish Communication:

• Responsible for registering new parishioners and thanking them when they do
• Assists the staff in registration for religious education classes
• Helps the business manager coordinate the schedule and information for baptisms, funerals, weddings, and registration of new parishioners, contacts appropriate persons involved, communicates with families/relatives regarding the procedures for these services

Record Keeping:

• Assists the business manager in the preparation of accurate sacramental records, notifications, and certificates
• Maintains computer entries and updates parish census records on a regular basis
• Assists with tracking attendance for all religious education students

Assumes and/or performs additional related duties as requested and assigned by the pastor or business manager.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

WORK ENVIRONMENT The noise level in the work environment is usually moderate, typical of an office with computers and printers. The parish office is currently located at the St. Joseph Church campus in Cody Hall.

WORK HOURS for this position are regularly from 9:00am until 2:30pm (one unpaid hour for lunch) Monday through Thursday. This is a 28-hour per week position. Some evening or weekend work may be occasionally necessary as requested by the pastor.