Parish Receptionist/Office Assistant

6 months ago

Detroit Lakes, United States Diocese of Crookston Full time

Employment Status: 20 hours per week

Purpose of Position:

The Parish Receptionist/Office Assistant is responsible for a variety of administrative and clerical duties necessary to run Holy Rosary Parish efficiently. Serving as the central point for information and communication in the office; maintaining schedules of meetings and appointments; organizing and maintaining paper and electronic files; manage volunteers on projects; conducting research, and disseminate information by using the telephone, mail services, Web sites, parish APP and e-mail. As Receptionist: making a good first impression. Displaying good interpersonal skills and being courteous, professional, and helpful. As Receptionist: answer telephones, route and screen calls, greet visitors, respond to inquiries from the public, provide information about the organization, and being responsible for the coordination of all mail into and out of the office. In addition, the receptionist contributes to the security of Holy Rosary by helping to monitor the access of visitors.

Responsibilities:

• Provide a good sense of hospitality and welcoming in the Parish & School Office.

• Answer all incoming calls in a professional manner.

• Assist those coming in the office door.

• Coordinate and prepare the weekly bulletin, completed by Thursday afternoon on a regular basis.

• Develop proficiency at computer use; maintain office machines, and files.

• Provide support for priests and other staff as needed and time is available.

• Complete other computer tasks as needed.

• Order needed parish office supplies and forms in a timely manner.

• Maintain and organize supply cabinets.

• Keep the office area clean and presentable.

• Keep records of Mass intentions and stipends.

• Accept and distribute to proper department all memorials, donations, scholarships for Holy Rosary Church and School. Assist with thank you and acknowledgement letters when necessary.

• Prepare and update the Church Electronic bulletin boards.

• Prepare and update the exterior electronic message board.

• Coordinate parish mailings.

• Coordinate all volunteers for use in office, for mailings, etc. and encourages volunteers through both written and oral communication.

• Attend staff meetings and prepare minutes.

• Maintain the parish website on a regular basis.

• Coordinate use of parish facilities, including schedule of events for the social hall and classrooms.

• Maintain parish facility calendar.

• Mail checks, file paid invoices.

• Actively participate in event marketing, maintaining a positive relationship with donors.

Qualifications:

• Experience in marketing, public relations and or communications.

• Strong organizational skills with attention to detail and accuracy.

• Excellent customer service orientation and consistent follow-through.

• Ability to work independently, make decisions, work without supervision, learn and implement new strategies and be self-directed.

• Ability to prioritize and follow through on multiple tasks and projects.

• Team focused and solution oriented and as a team member provides clear direction to others.

• Proficient in Microsoft Office and database management software.

• Strong written and verbal communication skills.

• Pass background checks.

Mental Demands:

• Possess good people and listening skills and a pleasant and professional manner in person and over the telephone.

• Ability to communicate and work well with others, recognize and maintain appropriate levels of confidentiality, operate a computer, printer and other office equipment.

• Must be able to juggle multiple projects and priorities.

Physical Demands:

• Ability to work as necessary.

• Able to easily move throughout the building.

• Able to effectively communicate and respond to parishioners, volunteers, staff, etc.

General Responsibilities:

Employment in and by the Church is substantially different from secular employment. 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 Diocese in such fashion as would embarrass the Church or give rise to a scandal. It is preferred that this employee be an active, participating Roman Catholic. It is expected that all employees respect Catholic doctrine and religious practices. Reasonable accommodation for the religious practice of employees not of the Roman Catholic faith will be similarly provided.

Employees may be appropriately disciplined or discharged for cause, which may include public conduct which is inconsistent with the faith, morals, teachings, and laws of the Catholic Church, and is not otherwise protected by laws applicable to the Church.

The Diocese of Crookston represents the Catholic Church in northwest Minnesota. It comprises the 14 counties of Kittson, Roseau, Lake of the Woods, Marshall, Polk, Red Lake, Pennington, Clearwater, Beltrami, Norman, Mahnomen, Hubbard, Clay and Becker.

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