Catholic Diocese of Dallas

Holy Family of Nazareth Catholic Church

JOB DESCRIPTION Position/Title: Department: Administrative Assistant for Family Ministry Adult & Family Ministry & Sacraments Reports To: Date: Family Ministry Associate August 2017

FLSA Status: Hourly Part-time (approximately 25 hours per week), Non-Exempt

General Summary of the Position

The Administrative Assistant for Family Ministry and Sacraments provides administrative support and facilitates liturgical planning functions for the parish family ministry office under the direction of the Family Ministry Associate. This person is primarily responsible for all record- keeping activities related to an individual’s sacramental event and appropriate Family Ministry events. Working in a collaborative and energetic environment, this person will work in conjunction with parish staff seeking to meet the needs of the parish’s sacramental life and Family Ministry program. Work may be required some evenings and weekends.

Essential Duties and Responsibilities of the Position

Family Ministry  Prepare documents and files for marriage formation, marriage documentation, funeral liturgies, and Family Ministry events.  Enter the Family Ministry column for the weekly bulletin, with attention to publicity for upcoming events within the next 3 months.  Proofread and manage Family Ministry correspondence as directed.  Manage all Family Ministry Class Registration (Online and on campus).  Be attentive to the Family Ministry calendar needs of reserving rooms. Submit set ups to Maintenance.  Facilitate coordination of all family ministry recording and reporting needs.  Manage financial records and designated billing for Family Ministry and sacramental record keeping support in PDS, reconciling with Accounting staff.  Be welcoming and responsive to parishioners, coordinating schedules with other parish employees to maintain staff presence in the parish office.  Other duties as assigned.

Sacramental Record Keeping  Process incoming and outgoing sacramental correspondence including certificates, sacramental record collections, recording, and/or retrieval of information.  Coordinate with the Director of Faith Formation, Director of Youth and Young Adult Ministry, and Coordinator of RCIA that all necessary documents have been acquired as required by Canon Law for any sacrament  Coordinate all sacramental recording and reporting needs, parish and diocesan.  Coordinate administrative and operational support for sacramental events with appropriate staff, clergy, and lay ministries. Position Requirements

Knowledge, Skills and Abilities:  Expertise in using Microsoft Office 365 applications (Word, Excel, Publisher, PowerPoint, Outlook).  Complete administrative and sacramental tasks in a professional, timely manner  Exhibit excellent communication skills in speaking and writing with staff, parishioners, diocesan personnel and various third-party organizations.  Bilingual in Spanish a plus.  Attend and collaborate at all Staff Meetings and other meetings required by the Pastor and/or Directors.  Oversee and manage all aspects of sacramental record books for the parish.  Utilize Parish Data System (PDS) for sacramental record keeping.  Collaborate with the parish office support team in support of office operational activities.

Education and Experience: An Associate degree or certificate of studies in theology/ministry/bible. Three years’ experience in a parish office or comparable office experience. A practicing Catholic.