What are the responsibilities and job description for the Sacramental Records Secretary position at Archdiocese Of Galveston Houston?
St. Michael the Archangel Catholic Church
St. Michael the Archangel Catholic Church is looking for a Sacramental Records Secretary to maintain
the sacramental records of the parish. This is a 30-hour, non-exempt, hourly position. The primary
responsibilities for the position are listed below.
Primary Duties and Responsibilities:
Sacramental Records
- Manage official parish sacramental record books; Baptisms, First Communion, Confirmation,
- Update Baptismal books with notifications received from other parishes.
- Record all deaths and ensure member information in parish database and Archdiocesan databases are
updated in a timely manner. Update spreadsheet for Book of the Dead and forward family contact
information to Grief Ministry.
- Send notification of sacraments to parishes of Baptism for First Communions, Confirmation and
- Receive and process requests for copies of records.
- Research missing records.
- Attend all training provided by the Archives Office regarding sacramental records.
- Maintain Sacramental Record Log and provide updates as needed to the Pastoral Associate for
- Forward sacrament records to Archives according to Document Retention Policies and Archives
- Provide sacrament statistics as requested for the Annual Pastoral Report and annual report to parish
- Retrieve and copy marriage files as needed for Annulments, etc.
- Other duties as assigned by the Pastor or Pastoral Associate for Administration.
Administration
• When the receptionist is unavailable, answer the phone and greet people in a polite, professional and
- Provide the recording and transmitting of clear and accurate phone messages.
- Provide answers to routine questions about Mass times, policies, events, etc.
Parish Database Management
• Input new parishioner registration forms, assign envelope numbers, and send welcome letter and
information to new families. Inform envelope company if envelopes are requested and notify
appropriate staff to include as new family in the bulletin.
- Forward contribution envelope distribution list to the envelope company, as needed.
- Review, adjust, and forward Annual Contribution Envelope schedule to envelope company each year.
- Update database for parishioner changes including baptisms, deaths, and other sacraments received.
- Answer parishioner questions regarding their parish profile information.
- Maintain database to ensure information is accurate and up to date.
Education and Experience
Minimum high school diploma or equivalent and at least three years secretarial experience, preferably
with the Catholic church. Experience working with sacramental records and ParishSoft FamilySuite
preferred but not required.
Interested candidates are invited to email their resume and salary requirements to Dawn Mortus at
dmortus@stmichaelchurch.net