Sacramental Records Specialist / Registrar

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 requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).

Database

• Responsible for the data entry of sacramental or formation information.
• Responsible for the review and management of formation information on the parish database; ensures information available to the public is accurate, relevant, easy to understand, and available in both English and Spanish (as applicable). 
• Supports staff requests for the output of computer data such as reports, directories, labels, etc.
• Coordinates with the Business Manager for Diocesan reports pertaining to sacraments and formation metrics. 
• Assists the Parish Coordinator and Formation Department staff with parish registration initiatives; this may occasionally include attendance and participation at events on evenings and weekends.

Sacramental Records

• Maintains the parish books for baptisms, first communions, confirmations, RCIA/OCIA, and anointings.
• Assists parishioners and staff with the distribution of information, completing forms, and certificate generation.
• Assists Formation staff in the collection of sacramental information; maintains contact and relationships with those interested or actively in pursuit of the sacraments or formation; follows up with those who have taken a pause in their formation journey; maintains an inventory of outstanding information/requirements as well as those received.
• Establishes, develops, maintains, and updates filing systems (hard copy and electronic). Retrieves information from files when needed.
• Maintains Formation Department archives.

• Ensures the electronic scanning and filing of all hard copy records.
• Audits records for PII protection and compliance; records and communicates deficiencies, makes appropriate corrective actions, and stores or destroys when appropriate.

RECORD RETENTION RESPONSIBILTIES:

• Maintains a current work process binder for each project or major area of responsibility.

• Volunteer and training schedule archives.

• Maintains an inventory of correspondence.
• Maintains call logs with appropriate call back information

VOLUNTEERS:

• Administrative support volunteers

Internal Contacts:

• Diocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• A significant amount of time regularly spent on the telephone providing customer service support and problem solving for both internal and external customers.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• Ability to lift-up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, by car, may be required to the Catholic Center, Diocese Parishes and/or schools.

Education and Experience Preferred:

• High School Diploma
• Active, practicing Catholic in good standing with the Church who understands and respects the sacred nature of Catholic sacraments and Church records.
• Administrative/archival experience in a parish, diocesan, or legal office setting preferred.
• Must be of unimpaired reputation and above suspicion, capable of handling sensitive, personal, and confidential pastoral information with strict professional discretion.
• Database management experience preferred but not required

Knowledge and Skills Preferred:

• Exceptional organizational skills and meticulous attention to detail. Legible handwriting for physical register entries is highly valued.
• Ability to work well with people from a diverse variety of audiences.
• Ability to honor and maintain confidentiality.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to work nights and weekends.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Excellent writing skills (syntax, tone, and style).
• Excellent grammar, composition, spelling and referencing skills.
• Willingness to continue with personal and professional development.
• Demonstrated competency in Microsoft Word, Excel, Outlook and Parish Data Systems.
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• General ability to work with, troubleshoot, and learn how to use technology.

• Bilingual (Spanish/ English) is highly desirable but not required.

FLSA Designation: Non-Exempt PT 20 hrs. per week, Onsite.