Employment

SUMMARY:

The Receptionist is often the first contact for St. Paul of the Cross, whether by phone, email or in person.  This position, therefore, becomes the face and the voice of the parish to those who contact our parish, whether they are parishioners, guests, or other businesses.  A positive and cheerful first and lasting impression is essential.  This position also requires clerical office work, such as filing and recordkeeping.  Because of the varied tasks and contacts, the successful receptionist will be able to prioritize and organize their work to be most efficient and effective, thus ensuring the parishioner is better served and the mission of the parish is better accomplished.  The most effective receptionist will treat this position as a ministry, rather than a job.

Essential Duties and Responsibilities:

• Receive and respond to parish contacts via phone calls, email and in person
• Routes phone calls to the proper staff, as appropriate
• Sort and distribute incoming mail and email, as appropriate
• Prepares outgoing mail
• Assists with photo copying or duplicating of materials as requested.
• Provides welcome to all visitors to the parish office
• Registers new families to the parish
• Prepares and mails welcome letters to new residents in the area of the parish.
• Maintains and updates the parishioner database (PDS)
• Schedules Mass intentions for parishioners
• Uses database for running reports, mail and e-mail merges, etc.
• Assists with maintenance of files
• Ensures office supplies are well-stocked, notifying the office manager when additional supplies need to be ordered
• Maintains and publishes parish calendars
• Provides staff with clerical and secretarial assistance when appropriate
• Provides back up to the Parish Sacramental Secretary when needed
• Process check requests for timely payments to vendors, etc.
• Must exercise discretion and confidentiality at all times regarding above matters.

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

QUALIFICATIONS:

• Positive and cheerful attitude a MUST
• Professional in appearance and demeanor
• High School diploma required, and Associate degree or better a plus
• Previous experience in clerical and customer service environments desirable, with experience in a parish office a plus
• Excellent typing, general secretarial and organizational skills
• Proficiency in MS Office Suite, including Word, Excel, and Internet
• Proficiency with Google Suite
• Proficiency with MS Publisher a plus
• Proficiency with PDS Database a plus
• Ability to work effectively with Parish staff, diocesan employees, volunteers, department heads, and the general public.
• Ability to communicate with and respect people from a variety of diverse backgrounds
• Excellent and professional telephone manner and interpersonal skills
• Ability to multi-task, work independently, be reliable, make responsible judgment calls, and pay attention to details with emphasis on meeting deadlines
• Skilled in coordinating activities and establishing priorities.
• Skilled in both verbal and written communication
• Skilled in establishing and maintaining effective working relationships.
• Ability to respect confidentiality and consistently exercise discretion and good business judgment
• Should have basic knowledge of how the parish operates and be able to grasp quickly how the parish office functions
• Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and the ability to exercise discretion and good judgment

Physical Requirements:

• Occasional light lifting and carrying of under 25 pounds
• Frequent use both hands and fingers (i.e. typing and reaching)
• Frequent extended periods of sitting
• Occasional periods of standing, kneeling and climbing
• Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e.
• listening to others in conversation)
• Occasional routine talking
• Occasional time spent working closely with others
• Employee will be exposed to visual terminal display for long periods of time.

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

All applicants complete a Diocese of Palm Beach Application (resumes without completed applications will not be accepted) to Patricia Quin, patricia.quinn@paulcross.org