SUMMARY
The Office Assistant / Receptionist serves as the first point of contact for visitors and parishioners at the church, providing essential support to ensure smooth office operations. Responsibilities include answering phone calls, greeting visitors, responding to inquiries, and maintaining campus security by checking-in vendors / visitors. The office assistant will also assist in mail collection / distribution, basic account / recordkeeping, supply inventory maintenance, and routine other routine administrative and office support services.
The ideal candidate will possess strong organizational skills, excellent interpersonal abilities, and a commitment to fostering a welcoming environment reflective of the church’s values. This role is crucial in enhancing community engagement and promoting the spiritual mission of the church.
The Diocese of Orlando four core values lay the foundation for the work performed by its employees:
1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
The reception area is often a caller, vendor, or visitor’s first experience with the church community. The Office Assistant will therefore need to present themselves with a neat appearance while maintaining both the reception area and personal workspace in a neat and orderly manner.
- Welcome parishioners, vendors, and visitors warmly, providing a friendly and hospitable atmosphere in line with the church’s mission.
- Treats all parishioners, visitors, callers, or vendors with courtesy, cheerfulness, and respect.
- Respond to incoming calls, directing inquiries to appropriate staff members, and providing information about church services, events, and programs.
- Directs visitors to the appropriate meeting rooms and notifies staff members of visitor’s arrivals, as needed.
- Monitors arrivals of all visitors on campus and issues appropriate credentials to assist with facility security.
- Directs general voicemail / messages to the appropriate department / staff member.
- Reviews and responds to email inquiries.
- Acquire proficiency in church management software and other related facility specific applications used for scheduling, record-keeping, maintenance, and communication.
- Entering and updating parishioner information, managing event registrations, and generating reports, ensuring efficient office operations and effective support for staff and parishioners.
- Receives and process requests for Mass Intentions. Maintain detailed entries in the church’s online Mass Intention system, accurately records donations, and ensures all information is up-to-date and properly documented.
- Communicates onsite Daily Mass Intentions internally and creates Prayers of the Faithful in Microsoft Word.
- Communicates offsite Mass Intentions with appropriate clergy.
- Complete and send Mass Intention Cards for parishioners, as requested.
- Records reported parishioner illnesses, deaths, and intentions, as directed.
- Works with office staff on the inventory and procurement process by confirming the arrival of all supplies.
- Partners with the Liturgical Coordinator / Administrative Assistant to the Pastor, as necessary, on special blessings and anointing. In their absence, the Office Assistant will assume these responsibilities.
- Coordinates with parish ministry stewards to process receipts, print materials, and make copies.
- Handles incoming and outgoing mail, ensuring timely distribution of communications. Receives and signs for packages delivered to the main campus.
- Partners with the Accounting Department on postage maintenance.
- Take notes at staff meetings and generates / distributes meeting minutes to staff.
- Reviews and edits PowerPoint Presentations for Masses and special events.
- Creates signage, as requested, for Masses and special events.
- Demonstrate proficiency in general computer operations and Microsoft Office applications (Word, Excel, Outlook, and PowerPoint) to create, edit, and format documents, manage spreadsheets, and maintain organized communication. Efficiently use these tools to support office tasks, assist in preparing materials for meetings and events, and promoting effective office workflows.
- Work closely with clergy, church leadership, staff, parishioners, vendors, and volunteers to facilitate effective communication and ensure smooth office operations.
- Ability to handle sensitive information with discretion and maintain confidentiality in all office matters.
Requirements
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CATHOLIC FAITH
Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.
EDUCATION and/or EXPERIENCE
- Friendly and approachable demeanor, demonstrating a commitment to providing exceptional customer service and fostering a welcoming atmosphere.
- High school diploma or equivalent required; additional coursework in office administration or related field preferred.
- Previous experience in a receptionist or office assistant role, ideally within a church, nonprofit, or community organization setting.
- Proficiency in general computer operations and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with church management software is a plus.
- Excellent verbal and written communication skills, with the ability to interact effectively with diverse groups, including parishioners, clergy, and staff.
- Strong organizational abilities with attention to detail and the capacity to manage multiple tasks simultaneously in a busy office environment.
- Availability to work during regular office hours, with occasional evenings or weekends for special church events as needed.
LANGUAGE / COMMUNICATION SKILLS
- Excellent verbal and written communication skills.
- Ability to read and interpret correspondence.
- Excellent interpersonal skills, demonstrating a commitment to providing exceptional customer service and fostering a welcoming atmosphere.
- Must have a pleasant telephone manner.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions.
WORKING CONDITIONS
This person will need to be available to work during regular office hours, with occasional evenings or weekends for special church events as needed. Must be willing to work in conditions of stress and function well under pressure.
PHYSICAL REQUIREMENTS
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or workstation performing repetitive motions of the fingers, hands, wrists and arms. Requires the ability to read/see up close and at a distance. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.