Job Summary:

Responsible for resonating the tone and culture of the parish/school while interacting with others in-person, on the phone and in written communication.  Provides office support with a variety of administrative and clerical activities and tasks.

Knowledge, Skills, & Abilities:

K: Knowledge

1. High school degree or equivalent.

2. Comprehensive knowledge and application of grammar, spelling, and punctuation.

3. One to three years office or customer service experience preferred 

4. Working knowledge with bookkeeping and  computer programs and office equipment.

5. Proficient typing skills.

6. Must have a valid driver’s license for the State of Wisconsin.

S: Skills

1. Professional working attitude and collaborative approach with a positive attitude.

2. Strong written and verbal communications skills.

A: Abilities

1. Exhibits promptness, flexibility, and dependability.

2. Attention to detail.

3. Ability to multitask, prioritize, and organize.

4. Ability to maintain confidentiality.

5. Exhibit patience and calmness in chaotic situations.

6. Ability to work with and without direct supervision.

7. Active participant in the work of the Catholic Church, preferred. 

Duties and Responsibilities - Major Position Responsibilities and Regular Activities

Ministry of Customer Service:

• Oversees timely opening and secure closing of the office each working day, e.g., lights, heart, office equipment, secures all windows and doors.

• Provides a professional, pleasant, and organized office atmosphere for diverse internal and external customers and visitors.

• Helps prepare student Masses

• Welcome and assist telephone caller by:

  • Directing the caller to the appropriate person.

  • Taking messages or forwards calls into voicemail if a person is unavailable.

  • Provides callers with information, e.g., address, directions to location, Mass times, etc.

• Greets and assists parishioners/parents/students/guests.

Office Support:

• Typing, filing, and coordination of meetings and associated correspondence/minutes/reports for staff.

• Oversee and participate in bulletin, website, Facebook, and other communication productions.

• Background clerical work for parish/school events, as required.

• Changes messages on parish/school signage and phone system.

• Receives, sorts, and forwards incoming mail. 

• Assists in the ordering, receiving, stocking and distributing office/school supplies.

• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

• Assists with other related clerical duties such as photocopying, faxing, filing and collating.

• Proofreading and editing materials as requested.

• Maintains facility calendar.

• Maintains rosters for councils, committees and organizations.

• Contacts substitute teachers, parents re: absences/tardiness/illness.

Records/Reports

• Coordinates and maintains registration, student & data records/systems, tuition and fee schedule.

• Creates census data reports, as needed by staff.

• Oversee and keep current repair and maintenance contracts and records for all office and communications equipment.

• Completion of Archdiocesan and/or government reports.

Other:

• Documents and manages facilities keys.

• Participate in the school and parish goals and objectives as they relate to hospitality.

• Maintains orderly files and a clean, organized office space.

• Special projects based on the cycle of the parish/school.

• Attends meetings on an as needed basis..

• Archdiocesan sponsored respective training/workshops.

• Other duties as assigned.

• Overtime hours and hours other than indicated on the letter of employment  need to be approved by the principal.

ADA Physical Requirements:

• The employee is regularly required to sit, stand, walk, talk and hear. 

• The employee is frequently required to sit for extended periods; use hands; reach with hands and arms. 

• Close vision required for paperwork and computer. 

• Able to utilize a computer keyboard, monitor, and telephone. 

• This role functions in an office environment and uses standard office equipment. 

• Ability to lift 20 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.