Sacrament Coordinator - Marriage and Infant Baptism

St. John Neumann Catholic Church; West Lake Hills (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

St. John Neumann Catholic Church in West Lake Hills, TX seeks a Sacrament Coordinator to be the first contact for infant baptism and marriage inquiries. You will organize files, schedule preparation and ceremonies, and ensure accurate sacramental records per diocesan guidelines.

Collaborating with clergy, volunteers, and ministries, you will manage certificates, communications, and parish databases while maintaining confidentiality and a spirit of service.

Qualifications

• Serve as first point of contact for infant baptism and marriage inquiries.
• Manage and file records for sacraments using parish/diocesan guidelines.
• Coordinate baptism and marriage preparation, weddings, and rehearsals.
• Record sacraments in sacrament books and Ministry Platform.
• Maintain confidentiality and professional parish communications.
• Ensure accurate recording of sacramental data.

Responsibilities

• Communicate with couples during all steps leading up to the wedding, including dates, paperwork and fees.
• Create and manage marriage files, collect paperwork, and forward to diocese or churches.
• Coordinate with clergy to schedule meetings and collect documents.
• Schedule wedding date and collect forms and fees; liaise with sponsor couples for prep.
• Coordinate with outside wedding coordinators, florists, photographers, and videographers.
• Schedule baptism preparation, retreats, and baptisms; order supplies and set up spaces.
• Inform parents, godparents, and volunteers; issue certificates for retreats.
• Assist liturgy team with confession services, prep materials and priest stipends.
• Record all sacraments and mail certificates; ensure proper recording in parish records.

Skills

Attention to detail

Organizational skills

Time management

Professional communication

Confidentiality

Database familiarity

Clerical skills

Education

High School diploma or equivalent

Experience in office administration (2+ years)

Tools

Ministry Platform

Microsoft Outlook

Excel

Teams

Canva

Job description

Description

Job Summary

Serve as the first point of contact for all infant baptism and marriage inquiries. The Sacrament Coordinator organizes and manages files and records for all aspects of infant baptism and marriages. This position coordinates and schedules baptism preparation, marriage preparation as well as the wedding rehearsals and sacrament ceremonies. Collaboration with facilities and other ministries ensuring successful ceremonies. Use of parish database systems and diocesan guidelines for record keeping, ensuring accuracy in the recording of sacraments is essential.

St. John Neumann Catholic Church is dedicated to its vision of being a beacon of light that draws people home. We seek to create a place of worship and refuge, sharing the love of Christ with all, and building a community that is engaged, on mission, and glorifying to God. St. John Neumann is looking for driven and passionate individuals, like you, who will use their talents to help St. John Neumann achieve our inspirational vision through three keys to parish renewal: 1) Evangelization, 2) Leadership Development (especially raising up lay leaders), and 3) Guidance by the Holy Spirit.

The Pastor is the visible principle and foundation of unity at St. John Neumann, which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. To fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares his mission with them and entrusts various responsibilities to them.

The Disciple Development team partners with all staff and volunteers to foster spiritual maturity and intentional discipleship through relational ministry, faith formation programming, sacramental preparation, and outreach opportunities. The team encourages people from diverse walks, and at every point in their lives, to know the love of Christ and the freedom that comes from following His will.

Requirements

Essential Job Duties

Weddings

• Communicate with couples during all steps leading up to the wedding - process, date availability, paperwork and fees
• Create and manage marriage files - collect paperwork and send completed files to diocese and/or churches
• Work with clergy to schedule meetings and collect paperwork
• Schedule wedding date and collect agreement forms and fees
• Coordinate engaged couples with sponsor couples for marriage preparation
• Schedule wedding liaisons for rehearsal and wedding day
• Coordinate with outside wedding coordinators, florists, photographers/videographers

Baptisms

• Initial contact with family - respond to intake form and collect all paperwork
• Schedule group and private baptisms
• Coordinate with Clergy and volunteers to create baptism preparation retreat schedule for the year
• Order supplies for retreat and set up meeting space. Assist at retreats
• Communicate with parents, godparents and volunteers. Create certificates for retreat attendees.
• Send week of reminder to families with baptism details.
• Record sacrament and create certificates to send to families

Confession services

• Assist liturgy team, coordinate set up with facilities day of, schedule eSpace for Lent and Advent, print materials
• Prepare check request for priest stipends

Sacrament recording:

• Work with Disciple Development Team to collect information for Adult Sacraments of Initiation, First Communion and teen Confirmation.
• Record all sacraments (baptisms, first communions, confirmations, weddings) that happen at St. John Neumann in sacrament book and Ministry Platform.
• Produce and mail all sacramental certificates to individuals who have received a sacrament at St. John Neumann.
• Ensure all sacraments are sent to the Church of Baptismal record, are recorded in Ministry Platform, and in St. John Neumann Sacramental record books

Knowledge, Skills and Abilities

• Strong attention to detail, organizational skills, and time management
• Ability to prioritize tasks and meet important deadlines
• Ability to appropriately represent the parish to those who call, write, or visit
• Excellent oral, written, and interpersonal skills
• Ability to honor and maintain confidentiality
• Able to adjust to changing priorities
• Proficient in the use of database management tools. Experience with Ministry Platform preferred
• Strong computer skills, including the use of Microsoft Outlook, Excel, and Teams.
• Ability to update and maintain websites. Knowledge of e-Catholic preferred
• Knowledge of Canva preferred
• Embody a friendly, positive growth-mindset and spirit of teamwork and collaboration
• Committed to the mission, vision, and values of St. John Neumann
• Knowledge of the structure and basic teachings of the Roman Catholic Church; Practicing Roman Catholic preferred

Minimum Qualifications

• High School graduate and/or equivalent two years of relevant professional office administrative work experience required
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period. Initial training must be completed within 30 days of hire.

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.
• May be required to use personal or parish vehicle to drive to off-site locations.
• Travelling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.
• May be required to lift, move, or carry objects of up to 20 pounds
• Work tasks require standing, walking, sitting, and bending