POSITION DESCRIPTION



POSITION DESCRIPTION

               

                                                                                                                                               

|POSITION TITLE: |Secretary/Receptionist |

|IDENTIFYING INFORMATION: |  |

|Schedule: |Part time |

|Status: |Non-Exempt |

|Reports to:  |Pastor |

 

POSITION SUMMARY

The parish secretary/Receptionist is a professional presence who assists the Pastor with the stewardship of the physical and personnel resources of the parish. This work includes, but is not limited to: data and records management, phone and email support, communications work, managing use of church space by parish and outside groups, supporting church ministries and committees and collaborating with volunteers. The Parish Secretary will be a resource person for both members and non-members, and a welcoming and responsive presence in our church’s office.

ESSENTIAL DUTIES:

• Answer, screen and route incoming calls, promptly, accurately, professionally, and courteously.

• Take messages as needed.

• Provide answers to parishioner questions and provide assistance when appropriate and with discretion.

• Make outgoing calls and make telephone appointments for the office as needed.

• Prepare, type/word process, proof, correct and in some cases compose routine and non-routine correspondence, Mass intensions.

• Distribute office mail and e-mail as needed.

• Prepare regular and bulk mailings.

• Sign for deliveries and notify appropriate people.

• Taking pastor appointment schedule

• Participate in parish staff meetings.

• And other work responsibilities assign from time to time.

QUALIFICATIONS:  

 Education and Experience:

• High school diploma or equivalent Associates degree in Business, Management, Communications or Hospitality, or related field preferred.

• Two years of experience in a secretarial or hospitality position

• Parish or Diocesan work experience helpful but not required

• Must have a clear understanding of acceptable business practices in relationship to church teachings

• Ability to conceptualize his/her administrative work as ministry and demonstrate/verbalize the function of the job

• Proficient in computer skills in MS Office, email and internet as well as various office machinery such as; printer, computer, scanner, fax machine and multi-line phone system

Knowledge Skills and Abilities demonstrating application of the following:

• Attendance/Punctuality: Consistently arrives to work on time; Ensures work responsibilities are covered when absent

• Dependability: Follows instructions; Responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan

• Ability to work effectively despite frequent interruptions

• Demonstrated professionalism with the ability to represent the parish in a welcoming and gracious manner both personally and on the telephone

• Ability to handle sensitive, confidential information with discretion

• Strong interpersonal communication skills required; conflict resolution, assertiveness, collaboration. Written and verbal formats

• Establish and maintain constant lines of communication and respect for co-workers

• Self-motivated, well organized, detail oriented, and able to effectively work independently within a team framework

• Fluency in English and Spanish required.

 

Supervisory Responsibility:

• No supervisory responsibilities for this position

Working Environment and Required Activities:

• This position is in a general office setting

• Days and hours of work are generally Monday through Friday, 10: a.m. to 5:00 p.m. with a 1 hour lunch break. Specific shift determined by the Pastor

• Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment

• Ability to sit or stand for long periods of time using various office machinery

• Repetitive motion activities; data entry/keyboarding

• Walking, sitting, standing, stooping, reaching, talking, handling, hearing, carrying

Other Requirements:

• The candidate must be a practicing Roman Catholic and in good standing with the Church

• Must be able to pass a criminal background investigation

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employment in and by the Church is substantially different from secular employment. Church employees must conduct themselves in a manner consistent with and supportive of the mission of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Diocese of Pueblo such that it could embarrass the Church or give rise to scandal. It is expected that all employees respect Roman Catholic doctrine and religious practices. In some cases, reasonable accommodations for the religious practices of employees who are not Roman Catholic may be provided, but some positions will require that the incumbent be an active Roman Catholic in good standing with the Church.

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