Job Title: Receptionist

Purpose:
The Receptionist provides essential administrative support to ensure smooth operations within the organization. This role is responsible for managing communication, handling inquiries, and maintaining a welcoming environment for visitors and callers, ensuring all interactions are handled efficiently and professionally.

Essential Duties & Responsibilities:

• Phone and Call Management:

  • Answer incoming calls, determine the nature of the call, and route them to the appropriate pastor, staff member, or department.
  • Screen calls when necessary and ensure proper call transfers, taking accurate and detailed messages when appropriate.
  • Assist callers by providing general information about the church and directing them to the relevant department or staff member.

• Visitor and Guest Relations:

  • Greet visitors warmly upon arrival, ensuring they feel comfortable and attended to.
  • Direct visitors to their intended location, issue visitor badges, and provide clear instructions for signing in.
  • Notify pastors or staff members of their visitors in a timely manner.

• Administrative Support:

  • Perform clerical duties, such as word processing, data entry, filing, and handling office communications to support the smooth operation of the church’s administrative functions.
  • Assist with coordinating office activities, meetings, and communications related to church events and services.
  • Ensure that any materials or forms, including employee applications, are available to those who inquire.

• Mail and Communication Management:

  • Oversee the flow of incoming and outgoing mail, including sorting, distributing, and managing packages, documents, and other correspondence.
  • Coordinate communication for office activities and church events, ensuring that relevant information is communicated in an organized and timely manner.
  • Send emails and faxes on behalf of the office, ensuring messages are clear, accurate, and professional.

• Office Organization and Maintenance:

  • Maintain the reception area by ensuring it is organized and welcoming to visitors.
  • Monitor office supplies and coordinate reordering to ensure that adequate materials are available for administrative needs.
  • Ensure the office is set up for meetings, including handling logistics for visitor arrivals, supplies, and room preparation.

• Collaboration with Security:

  • Communicate with security personnel to ensure the safety of the building and notify them of any suspicious activity or concerns.
  • Maintain an awareness of the church's emergency protocols and assist in implementing procedures when necessary.

Competencies & Knowledge Requirements:

• Administrative Expertise:
  • Proficient in administrative and clerical procedures, including managing office functions, coordinating logistics, and performing routine office duties.
• Technology and Software Skills:
  • Strong working knowledge of Microsoft Office Suite and the ability to learn new software applications as needed.
  • Proficient in office equipment (fax, scanner, multi-line phone systems) and communication tools.
• Customer Service and Communication:
  • Demonstrated ability to provide exceptional customer service with a professional and friendly demeanor.
  • Strong verbal and written communication skills, with the ability to clearly convey information to a variety of audiences.
• Multitasking and Organizational Skills:
  • Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
  • Ability to stay focused and detail-oriented while handling various administrative and clerical responsibilities.

Qualifications:

• Communication Skills:
  • Excellent verbal and written communication skills, with an emphasis on clarity, professionalism, and empathy in all interactions.
• Customer Service Orientation:
  • A positive, service-oriented attitude with a strong focus on providing assistance to visitors, callers, and team members.
• Time Management & Problem Solving:
  • Ability to effectively prioritize tasks, manage time efficiently, and solve problems independently.
• Professionalism:
  • Maintains a professional personal presentation and demeanor, representing the church in a positive light.

Physical Demands:

• Physical Requirements:
  • Ability to lift and carry supplies or materials, up to 20 pounds, on occasion.
  • Frequent standing, sitting, and reaching to manage office supplies and visitor interactions.
  • Ability to focus on close and distant vision tasks (such as reading or using a computer) for extended periods of time.
  • Must be able to sit for long periods of time while performing receptionist duties.
• Emergency Response:
  • Must be able to think and respond quickly in emergency or crisis situations, following established safety protocols.

Work Experience and Education:

• Required Experience:

  • A minimum of 1-2 years of experience in a receptionist, secretarial, or front-office administrative position, preferably in a professional or nonprofit environment.

• Educational Requirements:

  • High school diploma or equivalent GED certification required. Additional administrative certifications or courses are a plus.

Office Hours:

• Monday to Friday, 8:30 AM – 5:00 PM

Additional Skills and Abilities:

• Ability to handle sensitive and confidential information with discretion.
• Knowledge of ministry operations and experience in ministry environments is a plus.
• Ability to adapt to changes in office operations and accommodate special requests as necessary.