Front Receptionist

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 Front Receptionist fulfills the mission of the Catholic school and the Catholic Diocese of Fort Worth by being the first point of contact for guests of Nolan Catholic High School. The 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. You will also coordinate front-desk activities, including distributing correspondence and answering and redirecting in-coming phone calls. The front lobby (position location) can be a busy area with people coming and going and incoming phone calls. The Receptionist reports to 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 ID in Navigate 360 system and issue guest badge)
• Contact the appropriate person and office to escort any/all guests into the school
• Answer, screen and forward incoming phone calls (within 3 rings)
• 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 front desk coverage during breaks or time off of work
• Maintain a desktop manual with frequently asked questions, processes and procedures
• Receive and send to the school’s Business Office all daily mail/deliveries
• Assist with outbound mailings by printing labels and stuffing/sealing envelopes
• Perform other clerical receptionist duties such as filing, photocopying, and faxing
• Perform trained emergency procedures in the event of an alarm, lockdown/lockout, or medical emergency
• Maintain Parking Database
• Help with early dismissals and late check-in.
• Serves as the first NCHS employee to interact with a visitor.
• 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 that they have come to visit.
• 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. The delivery person is then monitored until they leave the building back through the Vestibule and leave campus.
• The Receptionist works closely with the gate security guards to monitor traffic coming on to campus.
• The Receptionist has restricted security camera access but can assist the gate security guard in monitoring visitors driving on the campus.
• The Receptionist is encouraged to reach out to the Director of Security and Safety, the Director of Facilities, or the Dean of Student Formation if she witnesses, via security cameras or visually, any out of the ordinary behavior by a visitor to campus or a student.
• Process bills from the Facility Department. This includes writing check requests and processing credit card transactions. This paperwork will be returned to the Facility Department for approval signature prior to submitting paperwork to the business office.
• Assist in training and orientation of other employees as requested. 
• Determining the best administrator/staff member to assist with guests calling the school/needing assistance
• Determining the need to activate an emergency alarm/notification
• Communicating FAQ back to the Marketing/Communications team in an effort to more effectively/efficiently send out information
• Responsible for all other projects, tasks, committees, etc. as assigned

Typical Decisions and/or Recommendations Made in This Position:

• Moderate Exercise of discretion and independent judgment with respect to matters of significance.
• Must use good judgment and accept feedback, suggestions, etc. as needed

Supervision Given and/or Received:

• Received: Minimal supervision given to this position.
• Given: This position provides feedback and guidance to managers, supervisors, and employees in the school and the Catholic Center.

Working Conditions and/or Physical Requirements:

• This position works in a professional 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 remaining focused on duties. 
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• A significant amount of time regularly spent on the telephone providing customer service support and problem solving for both internal and external customers.
• Ability to lift to 35 pounds without assistance and up to 60 pounds with assistance.

• Required to work some nights and weekends.

Travel Requirements:

• Not required.

Education and Experience Preferred:

• High School diploma
• Practicing Catholic with the ability to understand, appreciate, and communicate the value of a Catholic education

Knowledge and Skills Preferred:

• Knowledge of the basic teachings of the Catholic Church
• Knowledge of a broad range of community engagement activities
• Demonstrated professional written and verbal communication skills.
• Excellent interpersonal, written and oral communication skills including the ability to build relationships with key stakeholders at all levels 
• Demonstrated leadership and organizational skills necessary for accomplishing goals and objectives
• Demonstrated ability to analyze data and incorporate that data into strategy
• Ability to manage multiple projects simultaneously and to adapt to changing environments and priorities
• Demonstrated ability to inspire, lead and work collaboratively with colleagues and volunteers.
• High level of energy, creativity, optimism and schedule flexibility (some nights and weekends) 
• Working knowledge of a variety of software platforms, including but not limited to Microsoft Office, Google Apps and the Internet
• Demonstrated analytical and customer service skills.
• A strong ability to multi-task is required.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels of the organization.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Ability to effectively answer questions in a timely manner by using all resources available. 
• Commitment to the mission and values of the Catholic Church and the Diocese of Fort Worth.
• Ability to honor and maintain confidentiality.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to work well with people from a diverse variety of audiences.
• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate.

FLSA Designation: Non-exempt, (FT), on-site. Hours align with school operating hours and may include additional responsibilities such as faculty meetings, professional development, and school events.