Sacramental Records Specialist​/Registrar

Sacramental Records Specialist / Registrar

Part Time St. Joseph - Cleburne, Cleburne, TX, US

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Ministerial Information:

The Sacramental Records Specialist provides essential administrative, archival, and canonical record-keeping support to Saint Joseph Catholic Church. The primary responsibility of this position is to ensure the meticulous inscription, protection, organization, and official certification of all parish sacramental registers (Baptism, Confirmation, First Holy Communion, Marriage, and Death) in accordance with universal Canon Law, diocesan particular law, and parish policies. Because sacramental registers establish the public faith (publicam fidem) of a Catholic's canonical status, the individual in this role must exercise absolute accuracy, integrity, and strict confidentiality.

Principal Accountabilities:

• Sacramental Register Inscription:Accurately and promptly record all celebrated sacraments into the physical parish registers and parish database system without delay.
• Canonical Notations & Status Tracking:Diligently record all required sequential notations in the Baptismal Register, including Confirmation, reception of Sacred Orders, solemn religious profession, changes of Sui Iuris Church, formal convalidations, declarations of nullity, or dissolution of marriage bonds.
• Certificate Issuance & Verification:Process official requests for sacramental certificates. Ensure certificates contain all back notations, are signed by the pastor or authorized delegate, and carry the official parish seal.
• Inter-Parish Notifications:Promptly draft and dispatch official notifications of Marriages, Confirmations, and Sacred Orders to the respective baptismal parishes of origin. Process incoming inter-parish notifications.
• Archival Preservation & Security:Safeguard physical registers in the secure parish archive. Ensure registers are protected from loss, degradation, or unauthorized access. Maintain cataloged inventories.
• Mass Intentions & Stipend Register:Maintain the parish Mass intention book, recording scheduled intentions, stipends received, and dates of celebration.
• Genealogical & Public Inquiries:Respond to legitimate historical, genealogical, or administrative record inquiries in accordance with diocesan privacy guidelines and legal regulations.

General Administration

• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law
• Demonstrates dynamic problem-solving skills through adaptable and flexible leadership.
• Clarifies the needs and directives of supervisors, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner.
• Fosters mutually responsive relationships with parish staff and the parish community at large.
• Mitigates conflicts quickly and charitably.
• Works independently and within teams on special nonrecurring and ongoing projects as assigned.
• Maintains a high level of attention to detail in the completion of administrative processes and procedures.
• Proofreads and edits drafts of departmental products for spelling, grammar, accuracy, and conformity to prevailing guidance. Responsible for accuracy, clarity and translation (as applicable) of final copy.
• Maintains an accurate and current database of standard templates, forms, and files. Creates new products when…