Front Desk Administrative Assistant & Safe Environment Coordinator

The Front Desk Administrative Assistant is directly responsible for all aspects of the Parish front desk operations and assures the effectiveness and efficiency of day-to-day office operations. This position is also serves as the Coordinator of Safe Environment.

RESPONSIBILITIES

• Maintain good public relations with parish and community.
• Work cooperatively with St. Timothy staff and volunteers.
• Meet assigned deadlines.
• Respond to all phone calls and emails in an efficient and appropriate manner.
• Attend staff meetings as required.
• Properly open, secure, and close parish office Monday-Thursday.
• Ensure the reception area is clean and well-kept at all times.
• Maintain a welcoming Catholic environment in the parish office.
• Maintain appropriate information at front desk and library.
• Greet visitors to the parish and offer assistance as needed and appropriate.
• Develop a working knowledge of parish ministries, their activities and leaders.
• Answer, screen, and route all visitors, calls, mail, and requests that come through the office.
• Assist with maintaining the parish library.
• Provide parish registration information to potential parishioners.
• Oversee all details of facility scheduling, including assisting ministry leaders and staff with entering their events into the calendar.
• Act as liaison between the parish and Cox Communications.
• Maintain Mass intention spreadsheet, including depositing donations and providing cards.
• Assist with priests’ meal service delivery.
• Maintain the Safe Environment database and ensure that all parishioner volunteers are up-to-date on their training.
• Send pertinent communications to staff and volunteers regarding safe environment training and renewal.
• Assist parishioners with completing their safe environment foundational training and renewal, as needed.
• Work with the Diocese as the main contact for Safe Environment training, records, policies and procedures.
• Provide administrative assistance to the Director of Parish Life.
• Schedule deacons for house blessings.
• Stock and maintain copy room, supply closets, staff breakroom and kitchenette, church kitchen, and Spirituality Center.
• Participate in required annual Safe Environment Training.
• Assist Safe Environment with reference calls as needed. Adhere to personnel practices and policies of the Diocese of Phoenix and St. Timothy Catholic Church.
• Performs any tasks deemed necessary by the Pastor or his delegate.

•   Practicing Catholic in good standing with the Church.
• Strong general knowledge of Catholic faith preferred.
• Demonstrate excellent oral/written communication and interpersonal skills.
• Professional demeanor and appearance.
• Ability to work well with staff and volunteers in a team environment.
• Must be able to work independently, with minimal supervision and frequent interruptions.
• Excellent organizational skills.
• Willingness and ability to maintain confidentiality.
• Strong working knowledge of Microsoft Office computer applications 
• (Word, Excel, Publisher, PowerPoint, Outlook)
• Strong working knowledge of general office machinery 
• (Copier, duplicator, fax, postage meter, folding machine)
• Ability to multi-task
• HS Diploma and 2-4 years equivalent experience 
• Ability to sit for long periods of time, bend, lift, push and/or pull up to 50 pounds and reach overhead
• Committed to St. Timothy Catholic Parish and the Catholic Church by participating in liturgical celebrations, prayer and service, and requested parish events, etc.