Receptionist - Administrative Assistant

Job Description

St. Matthew Catholic Parish, in Hallandale Beach, Florida, is hiring for a part-time Receptionist/Administrative Assistant. This candidate is responsible for supporting St. Matthew Catholic Parish by providing first-point-of-contact customer service for general inquiries and visitors to the parish office and maintaining a welcoming environment to the parish. Primary duties are operating the main switchboard and greeting visitors and callers, assessing their needs, and directing them to the appropriate parties. Stationed at the front desk, the Receptionist/Administrative Assistant receives and directs both walk-in and scheduled visitors. As a member of the parish administration office, this employee assists in other clerical and/or administrative tasks of the office as needed, particularly in composing correspondence, entering and maintaining sacramental and other records, answering requests for information, coordinating calendar events, and other tasks. The Parish Receptionist/Administrative Assistant performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.

Schedule: Monday - Friday from 8:30am to 3:30pm.

Responsibilities include:
Provide exemplary customer service to visitors, parishioners, employees and others who contact the parish by phone, in person, and by e-mail; Develop a sense of hospitality and professionalism with an open-door mannerism to facilitate the renewal of parish structures and methods.
Provide callers and visitors with answers to basic questions on operations, office locations and schedules, or document their concerns for escalation to the appropriate party.
Operate switchboard to relay incoming, outgoing, and interoffice calls.
Grant access to visitors through locked entry door and ensure that they come to the front desk to state the intention of their visit. Exercise good judgment in granting access and ask anyone who manifests a threat, to leave. Contact supervisor or police as needed.
Respond to phone call messages as needed and assist those who escalate issues or need information. Follow up with caller to ensure that requested service was provided or a referral made.
Make appointments for the pastor and others, updating calendar.
Process ABCD campaign pledges, payments, and provide follow-up support for fundraising goals.
Coordinate parish accounts payable/receivable and submit invoices to the bookkeeper for processing.
Schedule monthly Mass rotations for priests.
Coordinate VIRTUS compliance of employees and volunteers.
Order office supplies as needed.
Perform clerical duties such as data input; preparing mailings; accepting and distributing packages.
Schedule Masses, baptisms, weddings and funerals. Ensure that presiding priest and other pertinent parish staff are aware of scheduled sacraments.
Learn and properly follow process of sacramental recordkeeping and organize, update and maintain records with accuracy.
Learn basic terminology and titles of personnel in the Roman Catholic Church, especially in relation to hierarchical structure, to effectively relay messages and policies.
Maintain online and hard-copy calendar of parish and events, workshops, classes, sacraments and other important events.
Maintain contact information for re-direction to parties outside of the parish (i.e., Catholic Charities for people seeking immediate direct services, etc.).
Maintain accurate records of parishioner registrations.
Record and process Mass intentions.
Take dictation of correspondence and compose letters and prepare official documents for pastor.
Create and distribute flyers and other promotional materials for parish.
Assist with collecting information and preparing weekly parish bulletin, entering content into Publisher template. Translate, or obtain translation to English or Spanish or Creole as needed and submit to pastor for review. Submit to publisher before deadline.
Process and prepare tamper-proof collection bags prior to weekend and other liturgies for the offertory.
Prepare room for volunteers to count offertory collection.
Receive payments and record receipts for services.
Participate in vision and mission of the Church and demonstrate attitude of commitment to the New Evangelization.
Demonstrate Christian conduct in this role, including modest style of dress, character, positive interpersonal actions, etc.
Assist with office tasks assigned with strict confidentiality and discretion.
Other duties as assigned.

Qualifications:
High School diploma or GED and two-years (2) administrative experience in a customer-service environment; switchboard experience required.
Post-secondary College or business-school education and one-year switchboard experience in a customer-service environment preferred.
Experience in a Roman Catholic environment preferred.
Must be dependable and reliable.
Must be extremely organized.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Good time management, including ability to manage several projects at the same time.
Must be able to multi-task and retain accuracy in an environment of competing deadlines.
Ability to maintain confidentiality concerning files and sensitive information.
Must demonstrate a positive, welcoming and service-oriented disposition.
Must be able to create forms and flyers using word processing or presentation software.
Good computer literacy, including ability to navigate online applications and search engines effectively.
Proficiency in MS Outlook, Word, and Excel; Web editing software and Adobe PDF Maker a plus.
Type at least 60 wpm with 90% accuracy.
Good oral and written English-language communication skills, including clear speaking voice.
Good Spanish-language spoken communication skills required.
Good spelling and grammar required.
Must be supportive of the mission and tenets of the Roman Catholic Church; Knowledge of basic tenets of Catholic Church.
Must have a professional demeanor.

To apply: send cover letter and resume to Reverend Arriola at careers@theadom.org and pastor@smatt.org.
Subject line should read: Receptionist- Administrative Assistant, St. Matthew Catholic Parish.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.