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Full Job Description

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 answering customer service requests, dictation, composing correspondence, updating sacramental and other records, 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 Tasks and Responsibilities:

• Provide exemplary customer service to employees and parishioners who contact the church by phone or in person, assess their needs, and direct them to the appropriate parties.
• Develop a sense of professional hospitality with an open-door mannerism to facilitate the renewing of parish structures and methods.
• Answer basic questions on operations, office locations and schedules, or document concerns for escalation to the appropriate party.
• Operate main phone to relay incoming, outgoing, and interoffice calls.
• Ensure that visitors that come to the front desk 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/ maintain records with accuracy.
• Take dictation of correspondence to compose letters and prepare official documents for the pastor.
• Perform clerical duties such as data input; prepare mailings, and accept and distribute packages.
• Maintain calendar for the pastor; take messages and keep him informed of upcoming events/meetings on a daily basis.
• 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 events and add to the church calendar.
• Help coordinate agenda and structure of some parish meetings, such as pastoral council and finance council. Take minutes and distribute to participants.
• Help the pastor coordinate volunteers and oversee employees.
• Contact priest on duty in the event of a sick call or hospital visit.
• Place purchase orders for altar and office supplies.
• Close down/lock up office at end of every shift.

Sacramental Duties:

• Baptisms: Transfer 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 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
• Funerals: Coordinate arrangements with Funeral Directors and Pastor. Write in death registry once notified of funerals of individuals baptized at Saint Martha Parish.

Qualifications:

• High School diploma or GED and 5 years’ of experience in a customer-service environment., with interoffice telephone experience preferred.
• College or business-school education and 5 years’ experience preferred.
• Knowledge of human resources policies and programs.
• Demonstrated confidentiality and discretion. Knowledge of HIPAA, state and federal guidelines on privacy, transactions, and security.
• Knowledge of modern office practices, including record keeping and data security measures.
• Must know mail merge function.
• Able to multi-task accurately in an environment of fielding simultaneous callers and visitors.
• Good computer literacy, with ability to navigate search engines effectively and demonstrate proficiency in MS Outlook, Word, basic Excel and Publisher; PowerPoint a plus.
• Type at least 60 wpm with 90% accuracy.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Good interpersonal skills and positive demeanor.
• Strong oral and written English communication skills, including clear speaking voice.
• Good Spanish oral and written communication skills.
• Supportive of the mission and tenets of the Roman Catholic Church; Experience in a Roman Catholic environment strongly preferred.
• Knowledge of basic structures of Catholic Church.

Job Type: Full-time

Pay: $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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