Administrative Coordinator - Pflugerville, TX
2 days ago
Job description
:Job Summary:
The Administrative Coordinator for Ministries and Sacraments is responsible for the detailed administrative follow-up, documentation, and recordkeeping for all parish sacramental services and ministry-related events. This position ensures that all required paperwork, forms, and diocesan documentation for marriages and baptism sacramental celebrations, funerals, Quiñceanera, are completed accurately and in a timely manner. The Administrative Coordinator works closely with families, clergy, reception staff, and the Director of Ministries and Sacraments to ensure smooth coordination and compliance with parish and diocesan requirements.
Ministerial Character
The Pastor is the visible principle and foundation of unity in the parish of St. Elizabeth Catholic Church which the Bishop has entrusted to him. He makes Christ's mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.
Positions employed at St. Elizabeth Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.
Essential Job Duties:
- Manage and maintain all sacramental documentation for marriages and baptisms, funerals and other parish sacramental services.
- Follow up with families to ensure all required forms, certificates, permissions, and diocesan documents are complete and submitted on time.
- Receive initial sacramental intake information from reception staff and ensure accurate processing and filing.
- Prepare, organize, and maintain sacramental records, files, and databases in accordance with parish and diocesan policies.
- Coordinate with the Director of Ministries and Sacraments regarding timelines, missing documentation, and special requirements for sacramental celebrations.
- Communicate with parishioners regarding documentation requirements, deadlines, and next steps in the sacramental process.
- Assist in preparing sacramental schedules, calendars, and related administrative reports.
- Ensure proper filing, certification, and recording of all sacramental records.
- Coordinate with parish staff and clergy as needed to support sacramental and ministry operations.
- Assist with ministry and sacramental events as needed, which may require working evenings, weekends, or hours outside of normal business operations.
- Maintain confidentiality and handle sensitive information with discretion and professionalism.
- Perform additional administrative duties related to ministry and sacramental programs as assigned.
Working Conditions:
- All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church.
- The Parish is an at-will employer.
- All buildings and vehicles owned by the Parish are tobacco free.
- Working in a fast-paced environment with priorities and plans that may change rapidly.
- Working on weekends, evenings, and some holidays may be required.
- Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations.
- Will be required to adhere to established dress codes and conduct standards.
Requirements:
Knowledge, Skills and Abilities
- Strong organizational and administrative skills with exceptional attention to detail.
- Ability to manage multiple tasks, deadlines, and documentation processes simultaneously.
- Strong written and verbal communication skills.
- Ability to interact professionally and compassionately with parishioners, clergy, and staff.
- Proficiency in word processing, spreadsheets, and database systems.
- Ability to follow established procedures and diocesan requirements accurately.
- Ability and willingness to work flexible hours, including evenings, weekends, and other times outside normal commercial business hours, as required by parish and sacramental needs.
- Willingness to learn parish systems, policies, and sacramental processes.
Education and Training:
- High School Diploma or GED required; Associate's Degree preferred.
Experience:
- Minimum of three (3) years of administrative or office coordination experience; parish or ministry experience preferred.
Language:
- English required (proficient in reading, writing, and speaking).
- Spanish proficiency
Licenses and Certifications:
- Must maintain compliance with Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout employment.
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