Administrative Assistant - Reception

Description

Job Summary

The Administrative Assistant in Reception area serves as the first point of contact for parishioners, visitors, and callers to the parish office.  This position provides professional, welcoming and service-oriented support by greeting visitors, answering and directing telephone calls and assisting with general inquiries regarding parish services, ministries, and sacramental preparation.  The Administrative Assistant is responsible for receiving and processing initial forms, maintaining accurate records, routing information to appropriate staff members, and ensuring the efficient day-to-day operation of the parish office.  This role requires excellent communication, organizational, and customer service skills, as well as the ability to interact with parishioners, clergy, staff, volunteers and community members with courtesy, confidentiality and professionalism.     

Ministerial Character

 The Pastor is the visible principle and foundation of unity in the parish of St. Elizabeth of Hungary 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 St. Elizabeth of Hungary 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

• Serve as the primary point of contact for parishioners, visitors, and guests, providing a welcoming, professional, and service-oriented experience.
• Greeting and assist visitors to the parish office, directing them to the appropriate staff member or ministry.
• Answer, screen, and route incoming telephone calls promptly and courteously.
• Respond to general inquiries regarding parish operations, ministry programs, events, and sacramental processes.
• Receive, review, and process initial forms, applications, registrations, and supporting documentation for sacramental services and parish ministries.
• Verify that submitted forms and documentation are complete and accurate before forwarding them for further processing.
• Route sacramental and ministry-related documentation to the Director of Ministries and Sacraments, or other appropriate staff members.
• Maintain confidentiality of parishioner, sacramental, and personnel information.
• Maintain a clean, organized, and professional reception area.
• Perform general clerical duties, including copying, scanning, filing, data entry, and document preparation.
• Communicate parish announcements, office closures, scheduling updates, and other information to staff and parishioners as directed.
• Monitor and maintain office supplies for the reception area and notify appropriate personnel when replenishment is needed.
• Support the efficient day-to-day operation of the parish office through proactive administrative assistance.
• Participate in training sessions, staff meetings, and parish functions as required.
• Maintain flexibility to support parish operations, including occasional evening or weekend activities when needed.

Perform other duties as assigned to support the mission and ministry of the parish 

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong verbal and written communication abilities.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple tasks while maintaining accuracy and professionalism.
• Proficiency with office technology, Microsoft Office Suite, and parish management software.
• Ability to exercise discretion and maintain confidentiality.
• Commitment to providing hospitality and support consistent with the mission and values of the Catholic Church.
• Knowledge of the basic teachings of the Catholic Church 
• Knowledge of Microsoft Office applications
• Knowledge of use of office equipment
• Able to communicate effectively in both written and verbal form 
• Able to work well with others 
• Skill in handling multiple tasks simultaneously
• Skill in organizing and relating information in an understandable format
• Skill in job appropriate technology 
• Skill in critical thinking and planning

Minimum Qualifications

Education:

• High School Diploma or General Education Development (GED) certificate required.
• Additional coursework or training in office administration, customer service, or business operations is preferred.

Experience:

• Previous experience in an administrative assistant, receptionist, front desk, customer service, or related office support role preferred.
• Experience working in a church, nonprofit, educational, or service-oriented environment is beneficial.
• Demonstrated ability to manage multiple responsibilities while maintaining professionalism and attention to detail.

Language

• Proficiency in English, including speaking, reading, writing, and comprehension, is required.
• Fluent in Spanish is required to effectively assist a diverse parish community.

Certifications and Training:

• Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 30 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of 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.
• All buildings and vehicles owned by the Parish are tobacco free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends, evenings, and some holidays may be required.
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations. 
• Will be required to adhere to established dress codes and conduct standards.
• May be required to use personal or parish vehicle to drive to off-site locations.
• Travelling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.