Receptionist

DEPARTMENT: Finance POSITIONPOSITION TITLE: Receptionist

REPORTS TO: Technology Coordinator POSITION DETAIL: Full Time, Non-Exempt

POSITION SUMMARY: 

The Receptionist is responsible for performing reception and switchboard duties for Pastoral Center while also providing task support to various Pastoral Center departments. 

EXPECTATIONS OF EMPLOYEE:

• Adhere to all processes, safety policies, and procedures within the organization

• Adhere to the core values of the Catholic Church

• Act as a role model within and outside the organization

• Perform duties as defined, assigned, and as workload necessitates 

• Maintain a positive, respectful, and highly communicative attitude and approach

• Maintain a demeanor that creates a positive team atmosphere 

• Consistently report to work prepared to perform duties of the position 

• Manage time well and meet organization productivity standards

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

To complete this job successfully, an individual must be able to perform each essential duty and fulfill each responsibility satisfactorily. 

· Manage the Pastoral Center’s lobby area through electronic call box located in lobby

· Greet and directs all visitors, including vendors, clients, job candidates and customers

· Ensure completion of paperwork, sign-in, and security procedures

· Place, receive, and route calls through an electronic switchboard

· Supply information to callers, relay messages and announce visitors

· Handle special administrative projects as well as overflow work from various departments

· Provide filing and data entry assistance

· Use word processing, spreadsheets, and various software programs and office equipment to perform basic clerical tasks

· Train back-up staff on reception/switchboard duties

· Perform other duties as assigned 

  QUALIFICATIONS: 

· High school diploma or general education degree (GED) required

· 1-3 months of related work experience and/or training or equivalent combination of education and experience

· Basic proficiency with Microsoft Office (Word and Excel) and ability to learn other databases

· Knowledge of the Catholic Church organization and operation desired

· Possesses Key Skills and Competencies listed below

KEY SKILLS AND COMPETENCIES

The skills and competencies listed below are representative of the knowledge and abilities required.

General

Uses technology to increase productivity; demonstrates accuracy and thoroughness; looks for ways to improve and promote quality and productivity; applies feedback to improve performance; completes work in timely manner and meets required deadlines while managing frequent interruptions; knowledge of standard office procedures including alphabetic and numeric filing, mail processing, supply ordering and record keeping; possession of professional human relations and communication skills ability to work with minimal supervision; ability to operate various office machines including but not limited to: computer, printer, switchboard, telephone and calculator; ability to proofread with accuracy and completeness to produce documents requiring minimal revisions by others 

Job Knowledge

Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments and uses resources effectively; requires minimal supervision; displays understanding of how job relates to others

Workplace Ethics 

Treats people with respect; inspires the trust of others; works ethically and with integrity; maintains confidential information; supports teachings and mission of the Catholic Church.

Language and Communication 

Exhibits excellent English written and verbal communication; demonstrates good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods; listens and obtains clarification; remains calm in all situations; ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization.

Teamwork and Cooperation

Establishes and maintains effective relations; displays positive outlook and pleasant manner; offers assistance and support to co-workers; works actively to resolve conflicts and gives and welcomes feedback; contributes to building a positive team spirit

Dependability 

Responds to requests for service and assistance; follows instructions, responds to management’s direction; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; meets attendance and punctuality guidelines

Planning/Organization

Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; works in an organized manner.

Mathematics

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer

To perform this job successfully, an individual should have basic proficiency with Microsoft Office (Word and Excel) and ability to learn other databases

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

· While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. 

WORK ENVIRONMENT

The work environment described below is representative of what an employee may encounter while performing the essential functions of this job. 

· The noise level in the work environment is usually moderate