Saint Martha Catholic Church in Miami Shores, Florida is seeking to hire a qualified full-time Parish Secretary/Receptionist. The selected candidate will be responsible for providing office operations and clerical support to the Pastor and staff of Saint Martha Catholic Church. Primary duties are customer service, dictation, composing correspondence, sacramental records and other records, answering requests for information, and coordinating calendar events. As a member of the Parish Administration Office, this employee assists in other duties of the Office as needed, and performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.
Schedule: 40 hours per week. Monday - Friday from 8:00am to 4:30pm.
Essential Functions and Responsibilities:
Provide exemplary customer service to employees and others who contact Saint Martha Catholic Church by phone or in person, assess their needs and direct them to the appropriate parties. As a first point-of-contact, this position is responsible for developing a sense of hospitality and professionalism with an open-door mannerism in order to facilitate the renewal of parish structures and methods.
Provide callers and visitors answers to basic questions on operations, office locations and schedules, or document their concerns for escalation to the appropriate party.
Assist callers with making appointments or offering needed information.
Operate switchboard to relay incoming, outgoing, and interoffice calls.
Ensure that visitors come to the front desk to state the intention of their visit. Exercise good judgment and ask anyone who manifests a threat, to leave. Contact supervisor or police as needed.
Compile information electronically for parish bulletin, and submit to publisher by the established printing deadline.
Record and process Mass intentions.
Learn process of sacramental recordkeeping and update and maintain records with accuracy. Organize marriage records.
Take dictation of correspondence and compose letters and prepare official documents for Pastor.
Perform clerical duties such as data input; prepare mailings, accept and distribute packages.
Maintain calendar for the Pastor. Take messages and keep him informed of all upcoming events/meetings. Notify the Pastor each morning of events for the day.
Maintain contact information for re-direction to parties outside of the Parish (i.e., Catholic Charities for people seeking immediate direct services, etc.).
Coordinate workshops, classes, sacraments and other important events and add to the church calendar.
Help coordinate agenda and structure of, and attend, some parish meetings, such as pastoral council and finance council. Take minutes and distribute to participants.
Help the Pastor coordinate parish volunteers and oversee employees.
Contact priest on duty in the event of a sick call or hospital visit.
Prepare priests' schedules and communicate the dates to the corresponding parties.
Place purchase orders for altar supplies, office supplies, and overall maintenance of the Church.
Close down/lock up office at end of every shift following operation protocol.
Other duties as assigned.
Baptisms: Transfer all information from Baptismal Application into the most recent Book. Log in the Page number/Line Number in the front alphabetical index. File application in the front office binders.
First Communion/Confirmation: If notification is received from another church, find the child's baptismal registry and transfer that information there. If notification is required, mail back to the church where they received the Sacrament.
Marriage: Schedule and coordinate weddings, complete wedding files and ensure that couples meet requirements and complete marriage prep programs.
Certificates: Transfer all necessary information from Application to a new line in the Marriage registry. Enter Page/Line in the index. Mail Notification of Marriage slip to the church of baptism for individuals not baptized at Basilica. For individuals baptized at Basilica, indicate on that person's entry in the Baptismal book. File application.
Death: Coordinate Funeral arrangements with Funeral Directors and Pastor. Write in Death registry when being notified of funerals of individuals baptized at Parish.
Minimum: High School diploma or GED and five years' administrative experience in a customer-service environment. Some switchboard experience preferred.
Preferred: Post-secondary College or business-school education and five years' experience in a customer-service environment.
Experience in a Roman Catholic environment strongly preferred.
Good oral and written English-language communication skills, including clear speaking voice.
Good Spanish-language oral and written communication skills.
Must have a positive, can-do attitude; must be a team-player.
Knowledge of human resources policies and programs.
Knowledge of organizational structures, positions, and elements of jobs.
Skilled at building and maintaining good, collaborative relationships and working through conflicts.
Must have demonstrated confidentiality and discretion. Knowledge of HIPAA, state and federal guidelines on privacy, transactions and security.
Knowledge of modern office procedures and practices, including record keeping and data security methods and techniques.
Knowledge of basic tenets of Catholic Church, hierarchical structure and entities.
Proficiency in MS Outlook, including calendar function. Proficiency in MS Word, basic Excel, Publisher. PowerPoint a plus. Must know mail merge function.
Good computer literacy, including ability to navigate search engines effectively in order to locate information for callers.
Must learn and familiarize self with Archdiocesan Web site.
Type at least 60 wpm with 90 percent accuracy.
Strong verbal skills in English and Spanish.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Must be dependable and reliable.
Must have good interpersonal skills and present positive demeanor.
Good time management, including ability to manage several projects at the same time.
Must be organized.
Must be able to multi-task and retain accuracy in an environment of fielding simultaneous callers and visitors.
Must be supportive of the mission and tenets of the Roman Catholic Church.
Must have a professional demeanor.