Receptionist/Front Desk

SUMMARY

The Receptionist serves visitors by greeting, welcoming, and directing them; notifies location personnel of visitors’ arrival; maintains security and telephone system; performs routine administrative and office support services and basic accounts and recordkeeping duties.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Accepts all phone calls and walk-ins as a warm and welcoming representative of the entity, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect. Receives, opens, and distributes mail. Receives and signs for specially delivered packages.
• Applies postage to outgoing mail and prepares it for pickup. Updates accounting department when additional postage needs to be purchased.
• Keeps copy and fax machines supplied with paper and print cartridges, places supply orders. 
• Cleans coffee pots in the morning and afternoons. Restocks sugars, creamers, teas, etc. as needed.
• Maintains personal contacts, files, and documents.
• Checks mail, e-mail, phone messages, etc., communicating information in a timely manner to appropriate persons.
• Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
• Receptionists must relate well with a diversity of persons.
• Maintains confidentiality in all areas of responsibility as required.
• Contributes to team effort by accomplishing results as needed.

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. 

CATHOLIC FAITH 

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese. 

EDUCATION and/or EXPERIENCE 

High school diploma or equivalent required. One (1) or more years of experience in a receptionist, customer service, or office support role preferred. Basic proficiency in Microsoft Office applications, including Word and Outlook, preferred. 

OTHER SKILLS and ABILITIES 

• Excellent telephone skills with the ability to communicate clearly, professionally, and courteously. 
• Ability to remain calm and effective in a fast-paced or stressful front office environment. 
• Strong interpersonal skills with a customer-service orientation. 
• Basic organizational skills with attention to detail. 
• Ability to perform routine clerical tasks accurately. 
• Ability to read and interpret basic correspondence. 
• Basic proficiency in Microsoft Office applications, including Word and Outlook; experience with office equipment and systems preferred. 
• Ability to follow established procedures and work under direction. 
• Ability to maintain confidentiality and handle sensitive information with discretion. 

WORKING CONDITIONS 

Work is primarily performed in an office setting with frequent interaction with visitors and parishioners. The employee may be required to work beyond a standard 8-hour day, including occasional evenings and weekends. Must be able to manage a steady flow of visitors, calls, and inquiries in a front office environment. 

PHYSICAL REQUIREMENTS 

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a desk or workstation. The position requires the ability to sit and stand for extended periods, as well as greet and assist visitors. Must be able to use standard office equipment, with or without reasonable accommodation, and communicate effectively in both verbal and written form. 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.