Receptionist - Sacramental Records Clerk

Job Description

St. Malachy Catholic Parish in Tamarac, Florida has an opening for a Part-time Receptionist/Sacramental Records Clerk. The Receptionist/Sacramental Records Clerk serves as the first point of contact for parishioners and visitors, providing a welcoming, professional, and Christ-centered presence in the parish office. This role combines front desk responsibilities with the accurate management of sacramental records and documentation, ensuring that all interactions and administrative processes reflect the dignity, order, and pastoral mission of the Church.

Schedule: Tuesday - Saturday, 9:00 AM - 1:00 PM (20 hours per week).

Key Responsibilities:

Reception & Office Administration:
Open the parish office promptly at the scheduled time (9:00 AM), ensuring punctuality and readiness to serve.
Check voicemail and messages daily, prioritizing and responding appropriately, especially in cases of urgency (e.g., emergencies, funerals, pastoral needs).
Answer telephone calls in a courteous, professional, and Christian manner; respond to inquiries with clarity, patience, and charity.
Greet parishioners and visitors warmly, providing assistance and directing them as needed.
Maintain an organized and professional front office environment.
Keep accurate records of reception-related activities and communications.
Process outgoing mail and review/respond to emails as needed.
Assist the Parish Secretary with the parish bulletin when required.

Sacramental Records & Documentation:
Provide parishioners with appropriate forms for sacramental requests (Baptism, First Communion, Confirmation, Marriage), Mass intentions, funerals, and other parish services.
Prepare official sacramental certificates (e.g., Baptism, Confirmation, Marriage) with accuracy and attention to detail.
Verify all information thoroughly before submitting documents for priestly signature.
Ensure all outgoing correspondence (certificates, letters) is presented in a clean, orderly, and professional manner (e.g., properly prepared envelopes, aligned postage when mailed).
Record sacramental data accurately in parish registers (both physical and digital, if applicable).
Maintain familiarity with canonical requirements and proper handling of sacramental record books.
Send required notifications to other parishes in a timely manner (e.g., baptismal notations for confirmations or marriages).

Financial & Administrative Support:
Collect and process donation fees/stipends for Mass intentions, sacramental services, and other parish offerings.
Maintain accurate records of transactions and follow parish financial procedures.

Qualifications:
Fluency in English and Spanish (spoken and written) is required.
Strong communication and interpersonal skills with a welcoming and respectful demeanor.
High level of attention to detail, organization, and accuracy.
Ability to handle confidential information with discretion.
Basic computer proficiency (word processing, email, data entry).
Familiarity with parish life and Catholic sacramental practices is highly desirable.

Expectations & Work Ethic:
Demonstrates punctuality, reliability, and a strong sense of responsibility.
Performs all duties with professionalism, care, and attention to detail.
Exhibits a spirit of Christian charity in all interactions.
Produces clean, accurate, and high-quality work consistently.
Shows initiative and the ability to prioritize tasks effectively.

Preferred Qualities:
Prior experience in parish office work or administrative roles.
Familiarity with sacramental registers and diocesan procedures.
A collaborative spirit and willingness to serve the parish community.

To apply: Send resume with cover letter addressed to Reverend Sebastian Grisales at frsebastian@stmalachycatholicparish.org AND careers@theadom.org.

Subject line should read: Receptionist/Sacramental Records Clerk - St. Malachy Catholic Parish.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.