Catholic Parish Office Receptionist

McDonell Area Catholic Schools; Chippewa Falls (WI); On-site; USD 25,000 - 29,000; Part time

Job summary

Our Lady of the Falls Catholic Community in Chippewa Falls, WI is hiring a Parish Office Receptionist to be the first friendly contact for parishioners, visitors, clergy, and staff. You will answer questions, route inquiries, and maintain confidential records with care.

The role requires strong organizational and communication skills, compassion for diverse people, and the ability to manage interruptions while remaining welcoming. Part-time, hourly position with regular office hours.

Qualifications

• High school diploma or equivalent. Additional administrative or office training is preferred.
• Previous experience in reception, customer service, a parish or church office, or administrative work preferred
• Strong people skills, both in person and on the phone
• Strong organization and attention to detail
• Respect and compassion for people of every age and background
• Good judgment and the ability to keep information confidential
• Comfort with email, Microsoft Office, Google Workspace, calendars, databases, and standard office equipment
• Ability to handle multiple priorities and frequent interruptions while staying welcoming
• Familiarity with Catholic parish life, terminology, and the sacraments
• Commitment to the mission and values of the Catholic Church
• Successful completion of all diocesan background checks and Protect and Heal training

Responsibilities

• Write and keep up to date a simple guide for everyone who works the front desk, paid or volunteer. It should show what's routine, like Mass times, bulletin questions, and general information. It should also show what needs a priest or deacon right away, like an anointing, a death, or a pastoral crisis and elevate that to the correct team member.
• Build the weekly front desk schedule to cover all office hours, recruit and train front office volunteers, and step in yourself when no one else can
• Greet parishioners, visitors, volunteers, clergy, and staff warmly and professionally
• Guide parishioners and visitors to the right staff member or priest
• Answer and route phone calls, respond to general questions, and take accurate messages
• Monitor and respond to the parish office email and other routine correspondence
• Help parishioners schedule Mass intentions and find information on sacraments, parish programs, registrations, and events
• Keep ParishSoft records current, including NCOA address updates and Cathedral Corp updates
• Handle sacramental record requests for OCIA/OCIC, Confirmation, and marriage
• Keep parish forms and welcome folders up to date for new parishioners, marriage, and Baptism
• Receive and distribute mail, deliveries, and documents
• Order and stock office, hospitality, and break room supplies
• Keep the reception area and parish office tidy, organized, and welcoming
• Help with parish events, registrations, and special projects as needed
• Perform other duties consistent with the position as assigned by the Pastor or the Director of Administration and Communications

Skills

People skills

Organizational skills

Confidentiality

Customer service

Compassion

Education

High school diploma

Administrative training

Tools

Microsoft Office

Google Workspace

CRM software

Job description

Parish Office Receptionist
Our Lady of the Falls Catholic Community
810 Pearl Street, Chippewa Falls, WI 54729

"To abide together with Jesus and invite others into His family."

Reports To: Director of Administration and Communications
Pay: $19.35 per hour
Status: Part-time, hourly
Schedule: Office hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. Your exact schedule will be set with you.
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Be the Welcome

For a lot of people, the first experience of our parishes isn't at Mass. It's a phone call or a walk through the office door. Someone wants to register for Baptism. A family is calling because their mother just died. A newcomer wants to know what time Mass starts on Sunday.

You'll be the one who answers. This role is for someone who loves people, stays calm when the phone rings, the door opens and an email arrives all at once, and knows how to make each person feel like they matter. We serve five parishes as one community: St. Charles Borromeo, St. Peter, Notre Dame, Holy Ghost, and St. Bridget. The front desk is where that welcome begins.

Position Summary

The Parish Office Receptionist is the warm, professional first point of contact for parishioners, visitors, clergy, staff, and community members. You'll answer questions and connect people with the right staff member. You'll also handle important records with care and confidentiality.

This is a front desk, and interruptions are part of the job. The right person sees each interruption as someone to serve.

What You'll Do

Make Sure Every Request Reaches the Right Person

• Write and keep up to date a simple guide for everyone who works the front desk, paid or volunteer. It should show what's routine, like Mass times, bulletin questions, and general information. It should also show what needs a priest or deacon right away, like an anointing, a death, or a pastoral crisis and elevate that to the correct team member.
• Build the weekly front desk schedule to cover all office hours, recruit and train front office volunteers, and step in yourself when no one else can

Welcome and Help People Every Day

• Greet parishioners, visitors, volunteers, clergy, and staff warmly and professionally
• Guide parishioners and visitors to the right staff member or priest
• Answer and route phone calls, respond to general questions, and take accurate messages
• Monitor and respond to the parish office email and other routine correspondence
• Help parishioners schedule Mass intentions and find information on sacraments, parish programs, registrations, and events

Keep Records and the Office in Order

• Keep ParishSoft records current, including NCOA address updates and Cathedral Corp updates
• Handle sacramental record requests for OCIA/OCIC, Confirmation, and marriage
• Keep parish forms and welcome folders up to date for new parishioners, marriage, and Baptism
• Receive and distribute mail, deliveries, and documents
• Order and stock office, hospitality, and break room supplies
• Keep the reception area and parish office tidy, organized, and welcoming
• Help with parish events, registrations, and special projects as needed
• Perform other duties consistent with the position as assigned by the Pastor or the Director of Administration and Communications

Who You Are

People tend to relax around you. You can help a grieving widow and a bride-to-be in the same hour and give each of them what they need. You notice details and you follow through. When things get busy, you stay kind and keep your sense of humor. You also know when something is in need of escalation to another staff.

Qualifications

High school diploma or equivalent. Additional administrative or office training is preferred

Previous experience in reception, customer service, a parish or church office, or administrative work preferred

Strong people skills, both in person and on the phone

Strong organization and attention to detail

Respect and compassion for people of every age and background

Good judgment and the ability to keep information confidential

Comfort with email, Microsoft Office, Google Workspace, calendars, databases, and standard office equipment

Ability to handle multiple priorities and frequent interruptions while staying welcoming

Familiarity with Catholic parish life, terminology, and the sacraments

Commitment to the mission and values of the Catholic Church

Successful completion of all diocesan background checks and Protect and Heal training

Core Competencies

The ideal candidate is:

Warm, welcoming, and approachable

Dependable, trustworthy, and discreet

Patient and compassionate

Professional and courteous

Organized and detail-oriented

At ease with clergy, parishioners, families, volunteers, and visitors

Able to work independently and as part of a parish staff team

Catholic Identity and Mission

This position is a ministry of the parish. The person in this role supports the teachings and mission of the Catholic Church and offers a welcoming, service-minded presence to everyone who comes to our door. They also uphold parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.

Physical and Work Requirements

• Ability to sit, stand, walk, bend, and do routine office tasks
• Ability to use a phone and computer for long stretches
• Ability to occasionally lift and move office materials and supplies
• Regular presence in the parish office during scheduled hours

Equal Opportunity and Ministry Statement

Our Lady of the Falls is committed to a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, the requirements of the Catholic Church, and the expectations of this position as a ministry of the parish.