Receptionist-Office Assistant

Description

Job Summary

The Office Assistant provides clerical and administrative support to the parish office and serves as a primary point of contact for parishioners, visitors, and the general public. This position is responsible for greeting visitors, responding to inquiries in person and by telephone, maintaining sacramental records, and supporting the daily administrative operations of the parish.

The Office Assistant reports to the Administrative Assistant and works under general supervision while contributing input and assistance to office operations as appropriate.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Joseph Catholic Church, Killeen, Texas, as entrusted to him by the Bishop. He makes Christ’s mission present and enduring in the parish. In order to fulfill this mission, the Pastor employs suitable collaborators, clerics, religious, and lay persons, who assist him in carrying out the pastoral, administrative, and ministerial responsibilities of the parish.

All positions at St. Joseph Catholic Church support and extend the ministry of the Pastor in specific ways as outlined in this job description. Employees in this role are therefore closely connected to and assist the Pastor in the performance of his ministry and, as such, engage in ministry for the Roman Catholic Church.

Essential Job Duties

• Provide a professional, welcoming, and courteous greeting to all visitors.
• Answer incoming telephone calls, route calls to appropriate staff, and take accurate messages promptly.
• Notify staff of visitor arrivals and confirmed appointments.
• Provide parish registration forms and electronically register new parishioners.
• Conduct an initial review of bulletin drafts for accuracy and communicate corrections to the bulletin editor.
• Maintain and update internal telephone lists and phone announcements.
• Serve as support and backup for other staff members as needed.
• Assist office staff with various projects and reports.
• Assist with ordering, tracking, receiving, and storing office supplies; notify requestors when supplies are received.
• Assist with preparation, communications, and arrangements for St. Joseph’s annual Fest-of-All fundraiser.
• Manage online notifications and ensure parish registration information is completed accurately.
• Forward online inquiries to the appropriate staff member with a copy to the Parish Business Administrator.
• Prepare weekly collection envelopes by Mass time, including usher signature pages.
• Register individuals for baptism classes and respond to related inquiries.
• Obtain and review baptismal applications, verify requirements, and schedule baptism dates.
• Attend baptisms to ensure registered individuals are present.
• Create sacramental certificates using the PDS system (Baptism, First Communion, Confirmation, Matrimony).
• Record all sacraments in parish sacramental registers.
• Notify the church of baptism of record when a sacrament is celebrated in the parish.
• Sort and distribute incoming and outgoing mail.
• Oversee updates to the homebound parishioner list and confirm priest visits as needed.
• Monitor office equipment functionality and notify the Administrative Assistant when ink, supplies, or maintenance are required.
• Cross-train to serve as an on-site EIM administrator as needed.
  
  

Requirements

Knowledge, Skills, and Abilities

• Ability to provide excellent customer service and work effectively with clergy, staff, volunteers, and parishioners.
• Proficiency with word processing, spreadsheet, and database software.
• Ability to operate and maintain parish social media platforms and website content.
• Proficient verbal and written communication skills in both English and Spanish.
• Strong organizational, prioritization, and time-management skills.
• Ability to maintain strict confidentiality.
• Ability to manage multiple tasks and meet deadlines.
• Ability to follow verbal and written instructions.
  
  

Minimum Qualifications

Education and Training

• High school diploma or GED recognized by the Texas Education Agency.
  
  

Experience

• Two (2) years of full-time, wage-earning related work experience preferred.
  
  

Language

• Bilingual English/Spanish with proficiency in conversation and translation.
  
  

Catholic Requirement

• Must be a practicing Roman Catholic in good standing, attending Mass weekly.
  
  

Licenses and Certifications

• Valid Texas driver’s license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
  
  

Working Conditions

• All parish employees are considered to be engaged in ministry and are closely connected to the Pastor in the exercise of his pastoral responsibilities.
• Employment with the parish is at-will and may be terminated at any time, with or without cause or notice, consistent with applicable law.
• All parish buildings and vehicles are tobacco-free.
• Work is performed in a fast-paced environment where priorities, duties, and schedules may change.
• Evening, weekend, and occasional holiday work may be required.
• Regular exposure to Roman Catholic religious ceremonies, prayer, and liturgical celebrations is expected.
• Employees are required to adhere to established parish and diocesan policies, dress codes, and standards of conduct.
• The position may require the use of personal or parish vehicles for parish-related business.
• Travel within and outside the parish, including occasional overnight travel, may be required.