Sacramental Records Coordinator & Pastor's Admin Assistant

Miamiarch; Coral Gables (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

A local religious institution in Coral Gables, FL, is seeking a Coordinator of Sacramental Records and Administrative Assistant to the Pastor. This role involves maintaining sacramental records, assisting the Pastor with administrative tasks, and engaging with the parish community. Candidates should be practicing Catholics with excellent customer service and communication skills. Preferred qualifications include experience in a Catholic setting and proficiency in Microsoft Office. To apply, send a cover letter to the designated email address.

Qualifications

• Practicing Catholic with active participation in parish life.
• 3 years of experience in customer service.
• Excellent oral and written English communication skills.
• Proficient in Spanish communication preferred.

Responsibilities

• Maintain sacramental records and prepare certificates.
• Serve as Administrative Assistant to the Pastor.
• Manage calendar and screen phone calls.
• Prepare census reports and parishioner data.

Skills

Customer service

Leadership skills

Time management

Organizational skills

Communication skills

Education

High School diploma or GED equivalent

Bachelor degree or equivalent theological courses

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Parish - Church of the Little Flower, Coral Gables (St. Theresa)

Coordinator of Sacramental Records and Administrative Assistant
Published: 03/20/2026

Church of the Little Flower in picturesque and centrally located Coral Gables, Florida is hiring a Coordinator of Sacramental Records and Administrative Assistant to the Pastor . This person reports to the Parish Manager and is charged with responsibility for keeping records of church documentation; primarily posting, processing, and safeguarding all sacramental records. This person also serves as the Administrative Assistant to the Pastor. The candidate performs all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami.

• Records, updates, completes, organizes, and files all data related to registry books regarding Baptism, First Communion, Confirmation, Matrimony, and records of death.
• Assembles and files records relative to the Baptismal preparation classes rendered at the Church of the Little Flower, as well as each family's completion of courses.
• Prepares Baptismal certificates for all the newly baptized.
• Updates and prepares weekly schedule of Masses and liturgies in consultation with the Pastor.
• Complete requests for certificates of sacraments received at COTLF.
• Prepares Church request forms or letters for Baptism and Confirmation Sponsors.
• Prepares request forms for permission to marry or receive Baptism in another parish.
• Records annulment notifications in the Marriage books.
• Handles and maintains Death registry records.
• Fields and handles phone calls and office visits relative to sacramental records.
• Prepares the Prayer of the Faithful for the Vigil Mass, Sunday Masses, and Holy Days of Obligation.
• Prepares the quarterly transmission of parishioner data to the envelope company, Our Sunday Visitor.
• Prepares census reports for the Archdiocese of Miami, twice per year.
• Serve as Administrative Assistant to the Pastor, screening phone calls, managing calendar, and assisting with Pilgrimage inquiries.
• Other duties as assigned.

Qualifications:

• Practicing Catholic who fully adheres to and models the Church’s teachings in faith and morals and has active participation in parish life.
• High School diploma or GED equivalent and three (3) years’ experience in a customer service environment required.
• Preferred: Bachelor degree; or equivalent theological and ministerial courses from Archdiocesan approved institution of higher education.
• Additional catechetical courses as needed, with training in theology or religious education recommended.
• Demonstrate readiness to participate in current and ongoing formation.
• Appropriate leadership, organizational, and facilitation skills with willingness to implement and work with existing programs, staff, and volunteers.
• Good time management skills required, including ability to manage several projects at the same time with accuracy in an environment of competing deadlines.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Evident desire to serve the community and commit time and talents to this ministry.
• Helpful, supportive, and cooperative attitude with openness to give and receive constructive feedback to continually grow in the role.
• Superior computer literacy, including ability to navigate online applications and search engines effectively.
• Type at least 60 wpm with 90 % accuracy.
• Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.
• Excellent oral and written English communication skills required, including clear speaking voice and good spelling and grammar.
• Proficient Spanish spoken and written communication skills strongly preferred.
• Supportive of the mission and basic tenets of Catholic Church and parish structures; Experience in Roman Catholic environment is a plus.
• Must have a professional demeanor.

To apply: Send cover letter addressed to Father Manny Alvarez, Pastor with cover letter to Jorge Santibáñez [e-mail] .

Subject line should read: Coordinator of Sacramental Records & Administrative Assistant to Pastor.

NO PHONE CALLS PLEASE

In addition to the eligibility requirements indicated in the Archdiocese of Miami Policy "Creating and Maintaining a Safe Environment for Children and Vulnerable Adults,” the selected candidate must undergo a background screening through the Florida Care Provider Background Screening Clearinghouse and be granted a determination of eligibility as a condition of employment.