Receptionist​/Administrative Assistant

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.

• 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…