Sacraments Administrative Assistant

SACRAMENT ADMINISTRATIVE ASSISTANT Our Lady of Grace Catholic Church | Greensboro, North Carolina Department:
Parish Administration

Reports To:

Director of Operations Employment Status:
Part-time, 29 hours per week Position Summary The Sacramental Administrator maintains parish sacramental records, manages Mass intentions, prepares materials for weekend Masses, and supports collection processing. This position serves parishioners with care and discretion while ensuring accurate records, timely communication, and adherence to parish and diocesan procedures.

• Maintain accurate and confidential sacramental records in parish registers and the parish database, including baptisms, first communions, confirmations, marriages, and deaths.
• Process authorized record requests, prepare certificates, and send required sacramental notifications to other parishes.
• Maintain supporting documentation and keep registers, files, and related materials orderly, current, and secure according to parish and diocesan requirements.

• Manage Mass intention requests, scheduling, dates, stipends, and related records.
• Submit the coming week's Mass intentions to the bulletin designer by the established deadline.

• Prepare and distribute approved announcements for use before and after Mass.
• Assemble lector and clergy folders for each weekend Mass with current readings, announcements, and other required materials.

• Collect and properly secure votive-candle and poor-box donations weekly according to parish financial procedures.
• Enter collection data into Realm when designated volunteers are absent and verify that totals are recorded in the correct accounts.
• Reconcile deposit amounts with totals provided by the counters, report discrepancies, and transmit collection information and supporting documentation to the accounting department.

• Protect the confidentiality of parishioner, sacramental, and financial information.
• Respond courteously to inquiries and coordinate with clergy, staff, volunteers, and other parishes.
• Complete assigned duties accurately and within established deadlines as part of the 29-hour weekly schedule.
• Perform related administrative duties as assigned by the Director of Operations.

• High school diploma or equivalent.
• Familiarity with Catholic sacramental practices and respect for the teachings and mission of the Catholic Church.
• Strong organizational skills, attention to detail, discretion, and ability to manage recurring deadlines.
• Proficiency with office software and databases, with the ability to learn parish systems and diocesan recordkeeping requirements.
• Basic numerical and reconciliation skills and clear, courteous written and verbal communication.
• Completion and maintenance of required diocesan Safe Environment training and background screening.

• Administrative, records-management, or parish office experience.
• Experience with Realm or another church-management system and with financial data entry.

Accuracy and attention to detail; confidentiality and sound judgment; organization and follow-through; courteous service; collaboration; and responsible stewardship of parish resources.

This position works primarily in the parish office and requires use of standard office equipment, secure handling of records and donations, and regular communication with clergy, staff, volunteers, and parishioners. The schedule is 29 hours per week, established by the Director of Operations to meet parish needs and weekly deadlines.

Successful performance includes accurate and secure records, timely certificates and notifications, reliable Mass intention scheduling, complete weekend Mass materials, accurate collection processing, and professional, courteous service.