Receptionist/Sacramental Records Clerk

Archdiocese of Miami; Florida; On-site; USD 20,664 - 34,440; Part time

Job summary

Miamiarch in Town of Florida is seeking a Part-time Receptionist/Sacramental Records Clerk. This role combines reception duties with managing sacramental records and documentation. Responsibilities include greeting visitors, answering calls, maintaining records, and preparing sacramental certificates. The ideal candidate must be fluent in English and Spanish, possess strong communication skills, and demonstrate a high level of attention to detail. The work schedule is Tuesday to Saturday, 9:00 AM to 1:00 PM, totaling 20 hours per week.

Qualifications

• Fluency in English and Spanish is required.
• Strong communication skills and respectful demeanor.
• High level of attention to detail and organization.

Responsibilities

• Serve as the first point of contact for parishioners and visitors.
• Manage sacramental records and documentation accurately.
• Assist the Parish Secretary with the parish bulletin.

Skills

Fluency in English and Spanish

Strong communication and interpersonal skills

Attention to detail

Ability to handle confidential information

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).
• 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.
• 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.