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St. Patrick Catholic Community 10815 North 84th Street Scottsdale, AZ 85260
TITLE: POSITION REPORTS TO: HOURS:
RECEPTIONIST/SECRETARY OFFICE MANAGER FULL TIME
PURPOSE AND SCOPE: Under the direction of the Office Manager, assists in providing and facilitating the hospitality needs of the parish; assists with parish communication; receives and handles hospital and nursing facility calls; oversees lobby and kitchen appearance; performs assigned clerical duties through computer usage; participates as a member of the parish staff. Performs any other position-related tasks as deemed necessary and/or assigned by the Office Manager, Director or the Pastor. DUTIES OF THE JOB: Assists in providing and facilitating the hospitality needs of the parish; greets people who call or walk into the parish building in a warm, caring, professional manner; directs inquirers to appropriate personnel; provides appropriate parish information forms and supplies to visitors and parishioners; offers hot coffee, tea and liquid refreshment to people waiting for appointments and maintains workroom. Assists with parish communication; operates receptionist desk during assigned hours; retrieves all voice mail messages each morning and after lunch, and checks the voice mail on extended weekends and holidays; notifies the answering service of priest on-call schedule changes and office closures; takes messages and receives and distributes mail and parish deliveries per office procedures concerning deliveries; maintains awareness of staff availability on a daily basis; becomes familiar with parish policies and procedures. Oversees kitchen appearance (a duty also carried out by evening receptionist). Oversees lobby appearance and changes environment for holidays. Creates signs and posts them as requested for special situations or events. Receives and handles hospital and nursing facility calls, taking complete and accurate information; locates priest or deacon who can respond most quickly, becomes familiar with parish boundaries. Performs assigned clerical duties through computer usage; types, files, sorts, labels; prepares names of ill and deceased for weekend General Intercessions, maintains Mass Intentions Book (orders new Mass book when appropriate and at the end of the month calls those holding Masses for the next month) and completes funeral in-take forms distributing funeral information accordingly and prepares funeral sign accordingly. Order Mass cards and office supplies; keeps a check on the postage meter supplies. Assists the Master Scheduling personnel by receiving and forwarding the information to the scheduler. Appropriate forms are provided for this purpose. Participates as a member of the parish staff; attends scheduled meetings; participates in collaborative decision making as needed; actively participates in and receives the mutual support of all staff members.
Keeps file of payments for weddings, and keeps Marriage Prep staff (Gerry Blakeman) updated accordingly. Responsible for sale of books, tickets for special events, etc. when these items are approved by the Pastor and/or Office Manager for sale in the Parish Office. Serve as parish bulletin editor performing all tasks related to the bulletin up to sending it print ready to the bulletin publisher. These tasks include but are not limited to: formatting the bulletin; collating all pertinent information for each bulletin; speaking with staff members, parishioners, diocese personnel and ministries to collate information for the bulletin; ensuring that each bulletin is accurate, pertinent and timely. Keeps the Anointing Log. Works collaboratively with the evening and relief reception staff providing any and all up to date information needed to respond to community requests as well as trains, schedules and supervises receptionist ministers for reception desk. Maintains Front Desk Manual and Quick Reference Book up-to-date with additions and/or changes. Also makes a copy for the Front Desk Manual for the Assistant to the Pastor/Office Manager and keeps Fenlon reception staff updated appropriately. Serves as chairperson of the Blessed Baker Ministry. Contacts those serving in the ministry and coordinates deliveries of baked items when requests are made for cookies for an event. Notifies Facility Manager when supplies from Costco are needed and when hot and cold cup supply is low for coffee bar.
JOB SPECIFICATIONS: KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Must be able to type and use computer for word processing; have basic clerical skills; have computer knowledge of MSWord/Windows and multi-line telephone system; have ability to work with many types of people; be conversant with parish terminology and culture, policies and procedures. Must be able to work with frequent interruptions; sensitive to the needs of people; be able to be firm, yet gentle, in helping people follow office procedures; maintain accuracy under pressure. Must have excellent communication and phone skills; open to learning and updating self on parish policies and procedures; and flexibility in dealing with all types of personalities. High school graduate. Some secretarial courses preferred. Knowledge of MSWord\Windows, typing, filing, proper use of written and oral English language; knowledge of Catholic practices. Minimum of six months receptionist position, preferably in Catholic Church; administrative support experience helpful. Complete and maintain Diocesan in-service Called to Protect Class as required by Diocese Must possess a valid Arizona Driver’s License and own personal transportation. Employee is subject to Diocesan and parish personnel policies prescribed for all personnel. The hiring of an employee does not create a contractual relationship between the employee and the employer, except those employees who have a valid, written individual employment contract, or Ministry Agreement signed by the proper hiring authority of the employer, for a specified, fixed term of employment. The employer-employee relationship is known technically as “employment at will” where either the employee or the employer can terminate the employment relationship at any time for any reason. This relationship implies no guaranteed or contractual obligation.