Bilingual Receptionist

Description

Job Summary

The Bilingual Receptionist is the first point of contact for many parishioners and visitors. The BR welcomes and assists people in English and Spanish, responds to inquiries through parish communication channels, maintains assigned records, and supports the daily operation of the parish office. The BR works under the direction of the Director of Operations and Ministries and follows established parish procedures.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at Sacred Heart Catholic Church (hereafter, “the parish”) help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Duties In General

? As an integral part of her or his ministry for the Catholic Church and as carried out in this position, the BR supports and upholds the philosophy of Catholic ministry and the mission of the parish in both her or his professional and personal life.

? The BR acts as a witness to Gospel values by modeling the teachings of the Roman Catholic Church.

? The BR continuously grows in her or his ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Parish Service and Communication

? The BR welcomes visitors and callers warmly and professionally in English and Spanish and helps them find the information or assistance they need.

? The BR welcomes visitors and callers with courtesy, patience, and respect.

? The BR answers calls, responds to routine questions, directs inquiries to the appropriate person, and takes accurate messages for timely follow-up.

? The BR notifies the Pastor or appropriate staff member when a visitor arrives for an appointment.

? The BR checks assigned voicemail, text messages, email, and social media messages during scheduled work hours; responds to routine inquiries; and refers other matters to the appropriate staff member.

? The BR handles sensitive or urgent requests, including requests for pastoral visits, with discretion and promptly refers them to the appropriate clergy or staff member.

? The BR maintains pastoral visit and home blessing request logs and follows up as directed.

Records and Transactions

? The BR receives and routes requests for sacramental certificates according to parish procedures while protecting personal and sacramental information.

? The BR receives authorized payments and donations, including Mass intention offerings and candle purchases; issues receipts; and records transactions according to parish procedures.

? The BR prepares bank deposits as assigned, following parish cash-handling and internal-control procedures.

? The BR maintains the Book of Mass Intentions accurately and coordinates requests or scheduling questions with the appropriate staff member.

? The BR keeps the Flower Donations Google Doc current.

? The BR maintains the candle inventory, including receiving, storage, distribution, and recordkeeping.

? The BR maintains attendance counts for weekend Masses and special celebrations using the parish’s established process.

Office Support

? The BR assists with parish and diocesan events as assigned.

? The BR shares relevant information with the Director of Operations and Ministries and other staff members as directed.

? The BR keeps the reception area and assigned work materials organized.

? The BR works the approved schedule and may be assigned to open or staff the parish office outside its regular public hours, including before or after special Masses and other parish events, as well as on weekends, evenings, and holiday hours.

? The BR distributes incoming mail as directed by the Pastor, maintains postage supplies, and prepares and delivers outgoing mail.

? The BR performs other duties reasonably related to the position as assigned.

Requirements

Knowledge, Skills, and Abilities

? The BR communicates effectively in English and Spanish, including speaking, reading, writing, telephone conversations, messages, and routine parish correspondence.

? The BR understands that parishioners and the public may see in him or her a representative of the Pastor, the parish, and the Catholic Church.

? The BR possesses knowledge of the basic structure, practices, and teachings of the Roman Catholic Church.

? The BR demonstrates strong hospitality and customer-service skills, including the ability to assist people who may be distressed or frustrated.

? The BR communicates clearly, takes accurate messages, and recognizes when a matter must be referred to clergy or another staff member.

? The BR operates standard office equipment and uses email, word-processing software, spreadsheets, shared documents, and parish databases and is willing to learn parish systems.

? The BR organizes work, manages competing requests, maintains accurate records, and meets deadlines.

? The BR handles payments and donations accurately and follows established financial procedures.

? The BR maintains confidentiality and protects personal, pastoral, sacramental, and financial information.

? The BR follows verbal and written instructions and works cooperatively under supervision.

Minimum Qualifications Education and training

? The BR must possess a high school diploma or GED recognized by the Texas Education Agency.

Experience

? The BR must have at least one year of related paid work experience in reception, customer service, or office administration.

Language

? The BR must be proficient in speaking, reading, and writing in English and Spanish.

Catholic requirement

? The BR must be a practicing Roman Catholic in good standing.

Licenses and Certifications

? The BR must possess a valid Texas driver’s license.

? The BR must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry policies throughout employment.

Working Conditions

? All employees of the parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the Church.

? The parish is an at-will employer, and this job description does not create an employment contract.

? Parish buildings and vehicles are tobacco-free.

? The BR works primarily in the parish office and regularly interacts with parishioners, visitors, clergy, volunteers, and parish employees.

? The BR must adapt to changing priorities while welcoming visitors, answering calls, and responding to other requests. The BR must work weekends, evenings, and holidays as scheduled.

? The BR may encounter Catholic prayer, religious ceremonies, and liturgical celebrations in the course of work and must follow parish dress, conduct, confidentiality, safety, and professional standards.

? The BR may be required to travel to off-site meetings, training sessions, or events. If driving is assigned, the BR may use a personal or parish vehicle in accordance with parish policy.

? The BR should perform work outside the approved schedule, including work-related calls, emails, and text messages, only in exceptional circumstances and must obtain prior authorization whenever practicable. The BR must accurately record and report all time actually worked.