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.

Reception

• Accepts all phone calls and walk-ins as a warm and welcoming representative of the parish, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect.
• Screen Pastor’s incoming calls, relay messages and instructions from Pastor and/or staff members to volunteers and other parishioners. 
• Announce callers to staff when transferring calls.
• Makes calls for staff regarding different areas and relay or obtain necessary information as needed.
• Checks main e-mail and voice messages as well as individual work e-mail daily, relaying information in a timely manner to appropriate persons.
• Receives and distributes mail. Ensure outgoing mail is given to the mail person. Receives and signs for specially delivered packages.

Mass intentions and Memorial Candles

• Become familiar with Mass intentions policies and procedures.
• Schedule Mass intentions in Mass Book for parishioners (by phone or in person), completing form, Mass card and receives payment.
• Schedules Altar Memorial Candles completes form and creates an excel spreadsheet for altar memorial candles.
• Keeps Mass intentions form and altar memorial candles requests in separate binders.
• Updates excel spreadsheet in shared files with new mass intentions for the week and weekend.

Other duties

• Maintains the office calendar by scheduling meetings, meeting rooms, and required equipment for internal meetings and those with other ministries/community, ensuring request forms have been completed.
• Responsible for submitting the monthly security calendar on a timely basis.
• Provides food assistance to the homeless community or other people requesting assistance with food when no one from the Outreach Ministry is available.
• Assist with entering offertory information and new registrations in the parish database.
• Handout faith formation forms, registration forms, baptism packets, etc. as appropriate.
• Takes payments for faith formation, memorial candles, mass intentions, purchase of religious articles, etc. writing receipts for each payment taken.
• Prepare and send welcome packets to new parishioners.
• Prepare and send out offertory envelopes to new families.
• Keep supervisor apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.
• Continually monitors timeliness to achieve timely completion of all jobs. 
• Maintains confidentiality in all areas of responsibility as required.
• Attend a retreat each year to foster spiritual growth.
• Contributes to team effort by accomplishing results as needed.
• Write checks as requested ensuring back up documentation is provided.
• Monitor cameras and report any unusual behavior.
• Attend weekly staff meetings.
• Back up money counter as needed.
• Perform other duties as required.

Reception area and Copy Room

• Maintain the appearance of the front office, copy room, and conference room.
• Keeps copy machine supplied with paper and print cartridges.
• Keeps copy room stocked with office supplies.
• Call for maintenance/repairs for the copy machine or for ink and staples requests.
• Keep the supply closet in the back organized and inventoried.
• Keeps list of items to be purchased and requests such purchase when necessary.

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 degree or equivalent. Three (3) or more years receptionist experience required including two (2) years or more of database experience. Bi-lingual in English/Creole is preferred.

OTHER SKILLS and ABILITIES

· Ability to speak, read and write English and Creole preferred.

· Ability to translate from English to Creole and vice versa preferred.

· Excellent communication skills and ability to stay calm in stressful situations.

· Excellent interpersonal skills. 

· Solid organization skills and ability to work independently. 

· Ability to define problems, collect data, establish facts, and draw valid conclusions.

· Ability to read and interpret basic correspondence. 

· Proficiency with Microsoft Office products, including Word, Excel, and Publisher. 

WORKING CONDITIONS

This position will work 8 hours a day Monday through Friday. 

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). 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. 

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.