We are seeking to immediately hire a new Office Receptionist/COTLF Charities Coordinator and more details about the role are posted below. Interested applicants may send resumes and cover letters to Maria Elena Chialastri, Administrative Asst. to the Pastor.
Office Receptionist /
COTLF Charities Coordinator
The Parish Receptionist / COTLF Charities Coordinator is responsible for supporting Church of the Little Flower by providing first-point-of-contact customer service for general inquiries and visitors to the parish office. Primary duties are operating the main phone and greeting visitors and callers, assessing their needs, and directing them to the appropriate parties. Stationed at the front desk, the Receptionist / COTLF Charities Coordinator receives and directs both walk-in and scheduled visitors during regular full-time office hours (Mon-Fri, 8:00am-4:00pm). 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 the area of entering data into the software systems, composing correspondence, scheduling Mass intentions, completing sacramental intake forms, answering requests for information, and coordinating calendar events. As COTLF Charities Coordinator, this employee also attends to parishioners and territorial residents in need, assisting them with the initial application form and maintaining regular communication with applicants while their request for short-term assistance is processed. Employee performs all duties and responsibilities with prudence and confidentiality, in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.
Schedule: Full time.
Benefits: Competitive Pay Rate, Full Health & Dental Insurance, 403(b) Retirement Plan, Paid Time Off, and more!
To apply: Send resume and cover letter to Maria Elena Chialastri, Administrative Asst. to the Pastor.
Essential Functions and Responsibilities include:
- Provide exemplary customer service to employees and others who contact the office by phone or in person, assess their needs and direct them to the appropriate parties.
- Develop a sense of hospitality and professionalism with an open-door mannerism in order to facilitate the renewal of parish structures and methods.
- Provide callers answers to basic questions on operations, office locations and schedules, or document their concerns for escalation to the appropriate party.
- Operate main phone to relay incoming, outgoing, and interoffice calls.
- Grant access to visitors through lock entry door. Exercise good judgment in granting access and ask anyone who manifests a threat to leave. Contact supervisor or police as needed.
- Schedule funerals, coordinating with clergy, funeral home and office staff.
- Process Mass intentions, scheduling and sending Mass cards and processing donations
- Assist with clerical duties among the office staff, as needed, such as data input, preparing mailings, etc.
- Check mailbox daily, distribute mail to appropriate persons, and send outgoing mail when necessary.
- Assist with the purchasing of basic office supplies to keep the copy room stocked at all times.
- Acquire knowledge of parish activities and parish groups.
- Receive and process COTLF Charities applications and distributions.
- Embrace and support vision and mission of the Church and demonstrate attitude of commitment to the New Evangelization.
- Learn norms and practices of local and universal Church.
- Learn basic terminology and titles of personnel in the Roman Catholic Church, especially in relation to hierarchical structure, in order to effectively relay messages and policies.
- Develop general and specific knowledge of ADOM structures and offices.
- Demonstrate Christian conduct in this role, including modest style of dress, character, positive interpersonal actions, etc.
- Assist with tasks as assigned with strict confidentiality and discretion, demonstrating excellent internal and external customer service.
- Other duties as assigned.
To perform this job successfully, the 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.
Education and Experience.
- Minimum: High School diploma or GED and two years’ administrative support experience in a customer-service environment. Data entry experience preferred.
- Preferred: Post-secondary college or business-school education and two years’ experience in a customer-service environment, including data entry. Catechetical certification preferred.
- Experience in a Roman Catholic environment required.
- Good oral and written English-language communication skills, including clear speaking voice.
- Good Spanish-language oral and written communication skills required.
Other Knowledge, Skills, Attitudes.
- Knowledge of tenets of Catholic Church including basic sacramental theology; hierarchical structure and entities.
- Proficiency in MS Outlook, including calendar function. Proficiency in MS Word, basic Excel.
- Good computer literacy, including ability to navigate search engines effectively in order to locate information for callers.
- Must learn and become familiar with Archdiocesan and Parish website.
- Good verbal and written 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 have good interpersonal skills and present positive demeanor.
- 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 and demonstrated ability and experience in maintaining strict confidentiality.