Receptionist

Catholic Diocese of Fort Worth; Fort Worth (TX); On-site; USD 21,000 - 30,000; Part time

Job summary

All Saints Catholic School in Fort Worth seeks a Receptionist to be the first point of contact for guests and callers. You will greet visitors, screen calls, and coordinate front-desk activities under the supervision of the Principal.

The role requires a High School Diploma, friendly customer service, and proficiency with Microsoft Office. It supports diocese guidelines and confidentiality policies while interacting with staff, clergy, and families.

Qualifications

• High School Diploma required.
• Excellent customer service and communication skills.
• Ability to maintain confidentiality.
• Proficient in Microsoft Office (Word/Excel).
• Ability to work with clergy, staff, and the laity.

Responsibilities

• Greet and welcome guests at the front desk and coordinate visitors.
• Answer and screen incoming calls, and redirect as needed (within 3 rings).
• Maintain a tidy front reception area with supplies and materials.
• Assist with mailings, packages, and basic clerical tasks.
• Provide information in-person, by phone, and email.
• Support security procedures and access control as required.

Skills

Customer service

Communication

Confidentiality

Microsoft Word

Microsoft Excel

Teamwork

Organization

Education

High School Diploma

Tools

Microsoft Office Suite

Copier/Scanner/ Fax

Job description

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary:

The Receptionist will be the first point of contact for guests of All Saints Catholic School. Front Receptionist’s duties include welcoming guests and greeting visitors of the school, as well as performing basic security measures prior to notifying the school’s point-of-contact. Receptionist will also coordinate front-desk activities, including distributing correspondence and answering and redirecting in-coming phone calls. This position will be supervised by the Principal.

Principal Accountabilities:

• Supports and upholds the philosophy of Catholic education and the mission of the school
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
• Abides by the Confidentiality Policy set forth in the Diocese Employee Handbook
• Greet and welcome guests as soon as they arrive at the front lobby of the main building (required of guests)
• Maintain school security by following safety procedures and controlling access via the reception desk (scan guest IDs in Raptor system and issue guest badge)
• Contact the appropriate person and office to escort any/all guests into the school
• Arranges all visitors that will be entering a building on campus, with proximity to students, to be picked up by the contact person on campus who they have come to visit.
• Answer, screen and forward incoming phone calls (within 3 rings)
• Determine the best administrator/staff member to assist with guests calling the school/needing assistance
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Maintain a positive and professional attitude/approach when dealing with conflict resolution situations
• Coordinate through supervisor front desk coverage during breaks or time off of work
• Maintain a desktop manual with frequently asked questions, processes and procedures
• Can serve as the first stop to visitors in certain situations. An example would be regular package delivery (FedEx). The regular driver is “waved” through the main gate by the security guard and reports directly to the receptionist in the Vestibule. The receptionist contacts the business office (where all incoming packages are processed) and receives the packages from the driver. If there are a large number of packages or a very heavy package, business office personnel have the option to have the delivery person move the package(s) back to the business office accompanied by someone from the business office.
• Perform other clerical receptionist duties such as filing, photocopying, and faxing
• Assist with outbound mailings by printing labels and stuffing/sealing envelopes
• Oversee the operations aspect of the school’s Spirit Store by staffing or coordinating volunteer staffing during operational hours and special events, maintaining accurate inventory records, and reconciling cash box/credit transactions to the sales report
• Determine the need to activate an emergency alarm/notification
• Perform trained emergency procedures in the event of an alarm, lockdown/lockout, or medical emergency
• Responsible for all other projects, tasks, etc., as assigned.

Typical Decisions and/or Recommendations Made in This Position:

Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received:

Minimal

Internal Contacts:

• Principals, Faculty, and Staff members

External Contacts:

• Parents, volunteers, visitors, and vendors

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Ability to accept work interruptions while still remaining focused on duties.
• Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• None

Education and Experience Preferred:

High School Diploma

Knowledge and Skills Preferred:

• Demonstrated ability to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.

FLSA Designation: Non-exempt, part-time, Monday-Friday 8:00 am-1:00 pm