Christ the King, South Bend - Parish Receptionist

OVERVIEW

The Receptionist is a full-time hourly member of the staff at Christ the King.  The Receptionist reports to the Business Manager and is subject to their review for the fulfillment of the duties outlined in this job description.  The Receptionist works from 8:00 AM – 4:30 PM, Monday through Friday, with a 30-minute lunch.  The Receptionist is expected to maintain a professional appearance and represent the parish in a professional manner along with maintaining confidentiality.

RESPONSIBILITIES

• Answers and forwards all incoming phone calls, and forwards voice mails 

• Greets all visitors at the front door and calls to announce appointments

• Maintains the parish calendar and works with the Business Manager to manage facility reservations 

• Takes outgoing mail to mailbox daily and sorts school and rectory mail

• Reimburses postage due and fills out petty cash receipts

• Organizes contribution envelopes that have been mailed or dropped at the rectory then secures them in the vault

• Enters new parishioner information into the parish census program and envelope system

• Prepares the sacristy cleaning schedule, parish laundry schedule, and vocation chalice schedule. 

• Records when all keys are borrowed and returned, and tracks down missing keys

• Schedules all requested Mass intentions received by phone, walk-in parishioners, or from funerals, and records Masses in Mass stipend book and spreadsheet

• Helps coordinate funeral arrangements, including filling out funeral forms; calling organists, cantors and servers; providing the names of the cantor and organist to the funeral home; and notifying maintenance and funeral luncheon chairperson

• Maintains a list of homebound parishioners and assists as needed in arranging Communion calls

• Helps register new parishioners using the New Parishioner Registration Form and provides them with a New Parishioner Packet; updates the parish census accordingly 

• Assembles materials for New Parishioner Packets and obtains updated forms from Parish Secretary

• Works with the Parish Secretary on collecting and documenting Time & Talent

• Assists with organizing volunteers for the Casserole and Pack-a-Lunch Programs

• Sorts bulletins for parish and school staff, and stuffs inserts on Fridays

• Processes requests for Baptism, First Communion, Confirmation and Marriage certificates

• Collaborates with the Funeral Luncheon, Casserole, and Pack-A-Lunch programs for mailings 

• Prepares the schedules for sacristy cleaning, parish laundry, server alb cleaning and vocation chalice ministries

• Assists visitors/callers needing assistance from St. Vincent de Paul

• Performs other duties as requested by the Pastor, Business Manager, Pastoral Team or Parish Secretary

• Receives deliveries, and works with program directors to manage recurring deliveries

• Backs up Parish Secretary for entering weekly contribution envelopes and parish bulletin

• Orders and maintains parish office supplies

Professional Requirements:

• Ability to maintain confidentiality

• Strong interpersonal and organizational skills

• Able to work as a part of a team

• Familiarity with the structure and teachings of the Catholic Church

• Proficient with technology including computer skills and telephone systems

• Prior experience of 1-2 years of reception related work