General Summary of the Position
The Receptionist serves as the first point of contact for all visitors, employees, clergy, parish representatives, vendors, and guests of the Diocese of Dallas Pastoral Center. This highly visible role is responsible for creating a welcoming, professional, and service-oriented environment while ensuring the efficient operation of the reception area.
The Receptionist provides exceptional customer service by greeting and assisting visitors, managing incoming communications, coordinating visitor access, and supporting administrative and operational functions. This position plays an integral role in maintaining a safe, organized, and hospitable environment by adhering to established security procedures, exercising sound judgment, and maintaining the highest level of confidentiality. The ideal candidate is professional, organized, detail-oriented, and committed to supporting the mission and ministry of the Diocese through courteous and respectful service.
Essential Duties and Responsibilities of the Position
· Serve as the primary point of contact for all visitors, employees, clergy, vendors, parish representatives, and guests, providing a professional, welcoming, and service-oriented experience.
· Answer and direct incoming telephone calls promptly and professionally, accurately routing inquiries and taking detailed messages when appropriate.
· Manage visitor registration procedures, including maintaining visitor logs, issuing visitor credentials, notifying staff of arrivals, and ensuring compliance with established security protocols.
· Monitor access to the Pastoral Center by following visitor management and building security procedures while coordinating with Safety and Security personnel as needed.
· Monitor front desk security systems and promptly report safety, security, or facility concerns to the appropriate personnel.
· Receive, process, sort, and distribute incoming mail, packages, overnight deliveries, and courier services in an accurate and timely manner.
· Maintain a clean, organized, and professional reception area that reflects the welcoming environment and mission of the Diocese.
· Respond to general inquiries from employees, clergy, parish representatives, school personnel, vendors, and visitors by providing accurate information or directing individuals to the appropriate department or resource.
· Provide administrative support including data entry, document preparation, filing, scanning, copying, recordkeeping, and other clerical responsibilities as assigned.
· Coordinate communication between the reception area, Security, Facilities, Human Resources, and other Pastoral Center departments to ensure efficient daily operations.
· Maintain strict confidentiality when handling sensitive employee, clergy, visitor, and organizational information.
· Support emergency response procedures by remaining alert, communicating concerns promptly, and following established emergency and safety protocols.
· Other duties as assigned.
Position Requirements
Knowledge, Skills and Abilities:
· Demonstrated commitment to providing exceptional customer service with professionalism, courtesy, and respect.
· Excellent verbal and written communication skills with the ability to communicate effectively with individuals at all organizational levels.
· Strong interpersonal skills with the ability to build positive relationships while serving a diverse population.
· Ability to maintain composure, professionalism, and sound judgment in a fast-paced environment with frequent interruptions.
· Excellent organizational and time-management skills with strong attention to detail and the ability to prioritize multiple responsibilities.
· Ability to maintain confidentiality and exercise discretion when handling sensitive information.
· Proficiency with Microsoft Office Suite (Outlook, Word, Excel), email, multi-line telephone systems, visitor management software, and standard office equipment.
· Ability to identify routine issues, exercise sound judgment, and resolve problems while knowing when to escalate concerns.
· Ability to work collaboratively with Security & Safety, Facilities, Human Resources, Administration, and other diocesan departments.
· Bilingual English and Spanish communication skills required.
· Familiarity with Catholic ministries, diocesan structure, and Catholic terminology preferred.
Education and Experience:
· High School Diploma or GED required.
· Minimum of two (2) years of experience in a receptionist, front desk, administrative support, hospitality, customer service, or similar professional office environment preferred.
· Previous experience supporting a church, nonprofit, educational institution, healthcare organization, or professional office environment preferred.
· Experience utilizing Microsoft Office Suite, multi-line telephone systems, visitor management procedures, and standard office technology preferred.
Special Requirements:
· Regular work schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m., with flexibility to support modified summer schedules or occasional special events as needed.
· Demonstrated reliability, professionalism, and consistent attendance.
· Ability to remain calm, courteous, and solution-oriented during periods of high visitor volume, challenging interactions, or emergency situations.
· Practicing Catholic preferred but not required.
Physical Requirements Specific to the Job:
· Ability to remain seated for extended periods while performing front desk responsibilities.
· Ability to stand, walk, bend, reach, and move throughout the reception area as needed.
· Ability to operate standard office equipment including computers, telephones, printers, scanners, and copiers.
· Ability to occasionally lift and transport mail, office supplies, and packages weighing up to 25 pounds.
DO NOT REMOVE
This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.
The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.
