Receptionist, Administrative​/Clerical

Job Description Our Lady of the Valley

Job Title: Receptionist

Status: Part Time (31.5 hours per week)

Exemption Status: Non-exempt

Salary Grade: 20

Department/

Location:

Our Lady of the Valley / Green Valley

Primary Function: Under the direction of the Pastor, and/or Business Manager, is responsible for providing a variety of receptionist and administrative duties in a parish. The Employee shall be a minister of the Gospel and Catholic Teaching behaviorally while at work and in his/her personal life, “Live in a manner worthy of the call you have received.” (Eph. 4:1)

• Recognize and support the unique Catholic Mission of the Diocese by speaking, acting, and instructing consistent with the teachings of the Roman Catholic Church. The employee may not espouse, in word or deed, any doctrine inconsistent with the teachings of the Roman Catholic Church.
• Give evidence of living Gospel values by being an active member of a faith community and being open to the importance of a personal faith journey; strive to model the teaching of Jesus by attitude and example.
• Foster communication and work collaboratively with office staff.
• Provide assistance and provide administrative support as necessary to include typing of correspondence and other documents.
• Answer and handle incoming telephone calls in a professional and courteous manner.
• Attending to the needs of in person visitors to the Parish Office.
• Receive request for Mass Intentions, write them on the Registry, offer/provide a Mass card, and file the completed form.
• Receipt monies for Mass Intentions, Offertory, Special Collections for Money Counters OTC
• Advise Deacon or Pastor coverage needed for Blessed Sacrament
• Update main telephone message (change of hours, seasonal/holiday, staff change); contact vendor as needed for assistance.
• Distribute mail daily: take out mail and pick up mail from mail box; when necessary take mail to Post Office.
• Add postage when readout on postage machine indicates “Funds Low”
• Order name badges and door signage (name plates) for staff and ministries as needed.
• Receive Bulletins and mail out to homebound parishioners.
• Place two copies of current Bulletins in Bulletin Editor’s mail box.
• Post current Parish Bulletin in the exterior bulletin board on either side of the Narthex entrances (Thursday afternoons).
• Prioritize, coordinate, and schedule calendar requests; maintain and ensure accuracy of the calendar.
• Receive, copy, and distribute request forms of facilities use, enter in calendar.
• Update organization/ministries directory
• Print and fold Parish registration forms for use in office and Kiosk in Narthex
• Print and keep all forms and documents updated.
• Assist all ministries and organizations making copies, printing, creating posters/flyers, tickets.
• Support Business Office Administrative Assistant with updating and maintaining parish donor database by taking down information and giving it to the Admin Assistant for entering.
• Distribute Contribution Statement requests and give to Business Office Admin Assistant.
• Restock paper in printer, inform Business Manager that an order is needed when stock is low.
• Order and maintain control over office supplies.
• Assist Religious Education with receiving payments for class fees.
• Periodically replace and order ink cartridges for printers.
• Keep the reception room and office and kitchen area in good order.
• For staff birthdays – design cards on Hallmark card maker and distribute to staff
• Perform other duties as assigned.

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

Walking; sitting; standing; stooping; reaching; talking; handling; hearing; carrying; and keyboarding.

• Must have a working knowledge of and a strong commitment to the mission of the Diocese and the parish; must be in communion with the Church.
• Excellent communications skills, verbal and written; excellent human relations and interpersonal skills.
• Exercise courtesy to fellow employees, parents, parishioners, and the public
• Must be a self-starter; well organized; perform…