Receptionist/Administrative Assistant Part Time

The Receptionist/Administrative Assistant enhances the effectiveness of the parish administration by coordinating and providing professional administrative support services to the parish staff to include welcoming and directing visitors; notifies personnel of visitors’ arrival; maintains security and telephone system; performs routine administrative and office support services duties

The Diocese of Orlando four core values lay the foundation for the work performed by the Receptionist/Administrative Assistant to the Pastor & Director of Operations:

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 front desk of a church is often a weekday caller or visitor’s first experience with the church community. The receptionist will, therefore, need to present him/herself with a neat appearance and keep the workspace orderly.
• Accepts all phone calls and walk-ins as a warm and welcoming representative of the church, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect.
• Assists the Pastor & Director of Operations by providing general administrative and support duties (filing, correspondence, communications, follow-up, etc.).
• Assists with stewardship responsibilities, including updating PDS, associated marketing and communications tasks.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Ensures that the Pastor, Director of Operations, and appropriate personnel are apprised of developments and situations, exercising good judgment and ensuring confidentiality is maintained in all areas of responsibility.
• Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.
• Prepares reports by collecting information and data.
• Maintains personal contacts, files and documents.
• Organizes special events, luncheons and other formal and informal meetings as requested by the Pastor or Director of Operations.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Distributes daily mail and makes determination as to importance and priority; organizes and routes correspondence, collecting information; initiating communication.
• Ensures timely and professional communication with stakeholders within the parish community.
• Contributes to team effort by accomplishing related results as needed.
• Performs other duties as assigned.

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 and Experience:

• High School Diploma required; Bachelor's Degree preferred.
• Minimum of 3 years at the Administrative Assistant level helpful.
• Must have experience in technology-based office management and office support.
• Requires proven multi-tasking capabilities.
• Excellent telephone skills and ability to stay calm in stressful situations.
• Proficiency with Microsoft Word, Excel and Outlook.
• Solid organization skills and ability to work independently.
• Bi-lingual in Spanish and English preferred.
• Ability to effectively prioritize tasks and time demands. Requires excellent writing skills.
• Must possess a heightened sense of confidentiality and a strong sense of respect for and knowledge of the Roman Catholic Church.
• Practice of the Catholic faith is required.
• 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.

Organizational/Interpersonal Skills:

• A high level of organizational and interpersonal skill is required.
• Attention to detail and working well with others is also required.

Reasoning Ability:

• Ability to define problems, collect data, establishes facts, and draw valid conclusions.

Physical Requirements:

• The ability to sit and stand for long periods of time.
• Must be able to reach, grasp, feel, and see up close and from afar.
• Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation.
• Must be able to communicate verbally and in written form.