Receptionist On-Call in Phoenix, Arizona at Diocese of Phoenix Diocesan Pastoral Center

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides general front office, bilingual receptionist, switchboard services for the Diocesan Pastoral Center, coordinates meeting and conference room schedules, and provides administrative support for the Director for Facilities Management, and the Office of Buildings and Properties.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides front desk coverage and ensures consistent telephone support is maintained during all building operating hours.
• Coordinates, schedules, and maintains the calendar for Diocesan Pastoral Center meeting and conference rooms, including noting the Saint of the Day and posting schedules on the Diocesan HUB and outside conference room entrances. Collaborates with the Director of Facilities Management, and the Office of Buildings and Properties staff, Chef, IT, Security, and Maintenance teams to coordinate building use.
• Follows up two days in advance of scheduled events to confirm set-up, food service and AV requirements with the event coordinator.
• Maintains and supports usage logs for Conference Center room reservations, documenting all requests and updates, and communicating changes to the appropriate staff.
• Greets and directs visitors in a professional manner. Maintains visitor sign-in log that lists visitors and parking information. Contact the department or appropriate staff member when guests arrive.
• Ensures compliance with building security procedures for visitors, monitors access through the reception area, and contacts Security Officers as needed for assistance or to address security concerns.
• Direct the homeless who are seeking food, shelter, clothing, and travel assistance to the appropriate agency. Keeps current listing of agencies that provide services.
• Receives special courier deliveries and promptly notifies the appropriate recipients. Alerts the designated contact when media or legal documents are delivered. Directs Federal Express, UPS, office supply vendors, and all other deliveries to the designated delivery entrance.
• Assists in answering inquiries from job applicants as appropriate for Catholic Schools Office and the Human Resources Department.
• Directs callers to Parishes or other Diocesan service providers as requested.
• Forwards voice mail messages that enter the system after office hours to the appropriate staff person or department.

Additional Job Functions

• Performs any other job-related duties as necessary for the smooth flow of work within the Diocesan Pastoral Center.
• Provides and maintains secure and confidential support for all staff and functions.

Knowledge, Skills and Abilities Required

• Ability to demonstrate exceptional customer service skills, professional courtesy and integrity, excellent communication skills in both English and Spanish and the ability to communicate effectively with a variety of internal and external customers at all organizational levels.
• Ability to organize, work independently, set schedules, prioritize tasks, yet work with other members of the department in a team setting.
• Proficient in using multi-line telephone systems through Zoom Workplace.
• Working knowledge of general office procedures, including secretarial techniques, accurate record keeping, filing, and attention to detail.
• Working knowledge of Microsoft Office software applications (Word, Excel, Access, Publisher, Outlook and SharePoint).
• Bilingual in English and Spanish.

Minimum Qualifications

• High school, commercial, vocational or technical school graduate or equivalent certificate.
• Two years’ experience in a related position.
• Active practicing Catholic in communion with the Church.

Work Environment

• This job operates in a professional office environment.
• This position regularly requires the use of standard office equipment, including computers, phones and fax system (via Zoom Workplace), photocopiers, and filing cabinets.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of 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.