Administrative Assistant - Reception

About the role

The Administrative Assistant in Reception area serves as the first point of contact for parishioners, visitors, and callers to the parish office. This position provides professional, welcoming and service-oriented support by greeting visitors, answering and directing telephone calls and assisting with general inquiries regarding parish services, ministries, and sacramental preparation. The Administrative Assistant is responsible for receiving and processing initial forms, maintaining accurate records, routing information to appropriate staff members, and ensuring the efficient day-to-day operation of the parish office. This role requires excellent communication, organizational, and customer service skills, as well as the ability to interact with parishioners, clergy, staff, volunteers and community members with courtesy, confidentiality and professionalism.

The Pastor is the visible principle and foundation of unity in the parish of St. Elizabeth of Hungary which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them. Positions employed at St. Elizabeth of Hungary help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church. The Parish is an at-will employer. All buildings and vehicles owned by the Parish are tobacco free. Working in a fast-paced environment with priorities and plans that may change rapidly. Working on weekends, evenings, and some holidays may be required. Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations. Will be required to adhere to established dress codes and conduct standards. May be required to use personal or parish vehicle to drive to off-site locations. Travelling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.

Responsibilities

• Serve as the primary point of contact for parishioners, visitors, and guests, providing a welcoming, professional, and service-oriented experience.
• Greeting and assist visitors to the parish office, directing them to the appropriate staff member or ministry.
• Answer, screen, and route incoming telephone calls promptly and courteously.
• Respond to general inquiries regarding parish operations, ministry programs, events, and sacramental processes.
• Receive, review, and process initial forms, applications, registrations, and supporting documentation for sacramental services and parish ministries.
• Verify that submitted forms and documentation are complete and accurate before forwarding them for further processing.
• Route sacramental and ministry-related documentation to the Director of Ministries and Sacraments, or other appropriate staff members.
• Maintain confidentiality of parishioner, sacramental, and personnel information.
• Maintain a clean, organized, and professional reception area.
• Perform general clerical duties, including copying, scanning, filing, data entry, and document preparation.
• Communicate parish announcements, office closures, scheduling updates, and other information to staff and parishioners as directed.
• Monitor and maintain office supplies for the reception area and notify appropriate personnel when replenishment is needed.
• Support the efficient day-to-day operation of the parish office through proactive administrative assistance.
• Participate in training sessions, staff meetings, and parish functions as required.
• Maintain flexibility to support parish operations, including occasional evening or weekend activities when needed.
• Perform other duties as assigned to support the mission