Address
Form of workDiocese of St. Augustine
Position: Receptionist/Administrative Assistant (Full Time)
Position: Receptionist/Admin. Assistant to Chancellor’s Office (Full-Time)
FLSA: Non-Exempt
Reports to: Director, Project Management and Operations Support
Department: Chancellor’s Office
General Summary: The Receptionist/Administrative Assistant is responsible for running the day-to-day operations of the Front Desk at the Catholic Center. Job responsibilities include answering phones, greeting all guests, managing all mail/deliveries for the Catholic Center and Varela Center, as well as assisting with the coordination of vendor services required to manage the operation of the facility.
Essential Duties and Responsibilities:
- Facilitates incoming and outgoing telephone calls with visitors, vendors, and other key points of contact for the Catholic Center, Varela Center, and Diocese of St. Augustine. Conversations frequently involve confidential/sensitive matters necessitating discretion. Requires a high level of professionalism, empathy, tact, courtesy, and diplomacy.
- Administration of the conference room schedule and AV requirements for all meetings/events at the Catholic Center.
- Manages all mail/delivery services for the Catholic Center and Varela Center, including ordering supplies, processing invoices related to mail, xerox, and phone equipment.
- Coordinates daily client, vendor, and guest visits. Responsible for communication to support the numerous vendors/suppliers on-site for the maintenance of the facility.
- Maintains Catholic Center and Father Felix Varela Center email and phone lists.
- Assists with special projects and work assignments as required and prioritized by supervisor in a timely manner and provides regular status updates and estimated timelines for completion.
- Adheres to security policies and procedures for the Catholic Center, with particular focus on the lobby area and check-in. Maintains a neat and professional work area and ensures the lobby area is free from clutter and is attractive in appearance.
- Creates neat and professional correspondence, free from error and with good grammar and proper English; proofreads and edits materials; duplicates and distributes materials as necessary.
Knowledge, Skills, and Abilities Required
- High school degree required or general education degree (GED) and a minimum of one year of related experience.
- Must consistently demonstrate patience, tact, cheerful disposition, and a positive, friendly, caring attitude with colleagues and visitors. Professional attitude and appearance are a must.
- Customer service a priority. Must possess excellent communication & organizational skills and ability to prioritize and work in a fast-paced, multi-tasking environment.
- Must have the ability to work independently and exercise a high degree of confidentiality.
- Must have the ability and experience to work in a respectful team environment with other diocesan personnel and the ability to develop and maintain positive relationships with clergy, diocesan employees, and outside contacts. Honors, respects, and cares for all people; displays cultural diversity awareness and sensitivity.
- The ability to respect, promote, accommodate, and not be in conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic faith. Having knowledge of religious/ecclesial terminology and protocol is strongly preferred.
- Proficiency in Microsoft Office Suite applications
- Must successfully pass the required criminal background check prior to employment and every five years.
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. Position may require the employee to travel and drive one's own vehicle to various diocesan locations when necessary.
