Family Faith Formation Administrative Assistant & Baptism Coordinator

Family Faith Formation Administrative Assistant & Baptism Coordinator Position Summary

St. Joseph Catholic Church seeks a practicing Catholic who is highly organized, bilingual, and mission-driven to serve as the Family Faith Formation Administrative Assistant & Baptism Coordinator.

This role participates directly in the Church’s mission of evangelization by accompanying families as they prepare for the Sacrament of Baptism and begin (or continue) their life of faith within the parish community. As the primary point of contact for many families, this position helps ensure that all administrative, sacramental, and communication processes are carried out with clarity, accuracy, and genuine pastoral care.

The ideal candidate is detail-oriented and responsive, with the ability to manage multiple priorities while offering a welcoming, compassionate, and professional presence – reflecting the heart of the Church in every interaction.

• Practicing Catholic in good standing with a love for the Church and her mission
• Bilingual (English/Spanish) required
• High school diploma required; additional education or parish experience preferred
• Dependable, flexible, and mission-focused team player willing to respond as needed beyond regular hours
• Strong administrative, organizational, and time management skills
• Excellent written and verbal communication skills
• Able to manage multiple responsibilities and shift priorities throughout the day
• Proficient in Microsoft Office and comfortable learning database systems
• Able to maintain confidentiality and handle sensitive information with discretion
• Meets all Parish and Diocesan Safe Environment requirements

• Serve as the primary point of contact for families in person, by phone, and via email
• Welcome and assist walk-in families, many of whom are Spanish-speaking
• Support families with registration for Family Faith Formation programs
• Provide clear guidance regarding requirements, timelines, and next steps

• Manage all incoming Baptism intake forms and initiate communication with families
• Guide families through the full Baptism preparation process, including:
  • Explaining required documentation and expectations
  • Collecting and tracking sacramental documents
  • Maintaining accurate and complete family files
  • Maintain organized tracking systems, including:
    • Pending files (incomplete requirements)
    • Completed files (ready for scheduling)
  • Ensure families complete required preparation (including initial formation session) before scheduling
  • Coordinate closely with ministry staff to finalize Baptism readiness
  • Assist in preparing materials and logistics for upcoming Baptisms
  • Collaborate weekly to ensure all documentation and materials are prepared for weekend celebrations

• Maintain accurate records of sacramental preparation and participation
• Input attendance and requirement completion into parish database systems
• Assist with collection and organization of sacramental documentation
• Support communication between ministry and parish office to ensure accurate record keeping

• Process and track payments for Family Faith Formation, including payment plans
• Maintain accurate records of payments and outstanding balances
• Assist families with registration during peak seasons (May–July and beyond)
• Ensure timely follow-up with families regarding incomplete registrations or payments

• Prepare and distribute weekly children’s bulletins (Catholic Kid) for weekend Masses
• Maintain organization of ministry forms, files, and office systems
• Assist with sacramental rehearsals, hospitality, and special events as needed
• Support preparation and distribution of program materials and resources

• Work closely with clergy & ministry staff to ensure smooth communication and coordination
• Maintain timely and professional responses to emails and phone messages
• Participate in staff meetings, staff retreats, and departmental collaboration

• Monday–Thursday: 9:00 AM – 3:00 PM (in office)
• Occasional evenings or weekends for special events as needed

• Families feel welcomed, informed, and supported from their first interaction
• Baptism files are consistently complete, accurate, and well-organized
• Communication is timely, clear, and proactive
• Registration and payment processes run smoothly
• The office operates with order, efficiency, and professionalism

• Thrives in a structured, detail-heavy environment
• Is highly responsive and follows through consistently
• Can shift between administrative tasks and personal interaction with ease
• Understands that their role directly shapes a family’s first experience of the Church