Administrative Assistant

Job Title: Administrative Assistant, FT (35 hrs./wk.)

Reports to:Operations Manager
Location: Epiphany Cathedral Church, Venice Florida

Classification: Hourly/Nonexempt

Overview

The Administrative Assistant/Receptionist provides administrative and front-office support for Epiphany Cathedral. This position serves as a welcoming first point of contact for parishioners, visitors, volunteers, and staff while assisting with the day-to-day operations of the parish office. The Administrative Assistant/Receptionist supports various parish initiatives and works collaboratively with staff and volunteers to ensure the office operates efficiently and effectively.

Job Responsibilities

• Provide general administrative support using Microsoft Office Suite and other parish software and systems.
• Oversee and reconcile cash and check collections received through the front office.
• Create schedules for front-office volunteers and assign duties as needed.
• Greet and assist visitors, determine the nature of their needs, and direct them to the appropriate staff member.
• Answer incoming telephone calls, respond to inquiries when appropriate, and route calls to the appropriate staff member or department.
• Update the telephone system as needed, including holiday and office closure recordings.
• Retrieve and monitor daily phone messages and follow up or route messages to the appropriate staff member.
• Sort incoming mail and faxes and distribute them to the appropriate departments or staff members.
• Coordinate with staff to order office supplies and maintain an organized and well-stocked office.
• Coordinate funerals, weddings, and baptisms with the Liturgy Coordinator and volunteers, and maintain the Mass Book and related records.
• Assist with parish special events, holiday services, and other activities as assigned.
• Order memorial bricks and plaques and maintain accurate records and logs for the Memorial Garden.
• Order ministry's name tags, collect funds and distribute once received.
• Register, assist, and schedule new adorers for the Adoration Chapel.
• Perform other duties and responsibilities as assigned by the Rector or Operations Manager.

• High school diploma or equivalent.
• 3 to 5 years of experience in a similar administrative or receptionist position preferred.
• General knowledge and proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Excellent written and verbal communication skills.
• Effective listening skills and the ability to be responsive, courteous, and supportive when working with parishioners, volunteers, and staff.
• Ability to manage multiple tasks simultaneously, prioritize responsibilities, and work independently.
• Ability to maintain confidentiality and exercise good judgment when handling parish and administrative matters.
• Availability to work weekends and occasional evenings as needed for parish events and liturgical celebrations.