Parish Secretary Jobs (NOW HIRING)

Description

Employment Status: Full-Time*

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday - Sunday, 30 hours per week varies

Reports to: Business Manager

*Full-Time Benefits

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Benefits may vary based on employment status and location.

SUMMARY

The Coordinator of Liturgy and Liturgical Ministries is an integral member of the parish staff who assists the Pastor in preparing, coordinating, and supporting the liturgical life of the parish. The Coordinator oversees liturgical ministers, weddings, funerals, sacramental and seasonal celebrations, liturgical environment and sacristy needs, and related parish communications. The position develops trained volunteer leaders so that parish liturgies are well coordinated while remaining sustainable within a part-time schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Liturgical Coordination:

- Work with the Pastor, deacons, director of music, and appropriate staff to plan and prepare parish liturgical celebrations in accordance with Catholic liturgical norms and parish practice.

- Coordinate Sunday and weekday Masses as assigned, Holy Days of Obligation, Advent, Christmas, Lent, Holy Week, Easter, Patron Saints or other celebrations, and other major parish liturgies.

- Coordinate the liturgical aspects of OCIA rites, Baptisms, First Holy Communion, Confirmation, and other sacramental celebrations as assigned.

- Maintain an annual and seasonal liturgical planning calendar and prepare well in advance for major celebrations.

- Coordinate the church environment and volunteer environment ministry for liturgical seasons and special celebrations.

- Maintain and stock the sacristy and necessary liturgical supplies, monitor expenses, and assist with the annual liturgy and sacristy budget.

- Maintain current ritual books, liturgical resources, procedures, checklists, and ministry instructions.

- Ensure adequate coordination of all weekend Masses through personal presence. When the Coordinator cannot be present, ensure coverage by trained Mass captains, head sacristans, or other designated ministry leaders.

Liturgical Ministries:

- Recruit, train, schedule, supervise, motivate, and support altar servers, lectors, ushers and hospitality ministers, Extraordinary Ministers of Holy Communion, sacristans, and other liturgical ministers.

- Provide initial and ongoing formation so ministers understand their roles, parish procedures, and applicable liturgical norms.

- Maintain current ministry rosters, schedules, volunteer assignments, and contactinformation.

- Communicate schedule changes, special instructions, training opportunities, and ministry information through Flocknote and other appropriate parish communication systems.

- Develop and support Mass captains, head sacristans, ministry coordinators, and other volunteer leaders who can assume appropriate operational responsibility.

- Periodically evaluate ministry staffing, formation, procedures, and volunteer needs and recommend improvements to the Pastor.

- Coordinate Safe Environment compliance for liturgical ministers when applicable.

Weddings and Funerals:

- Serve as the parish administrative and liturgical contact for weddings after the couple has begun the parish marriage process.

- Conduct or participate in wedding planning meetings; explain parish policies; guide couples through permitted ritual options; coordinate readings, ministers, music, rehearsal, church setup, and the celebration itself.

- Maintain wedding files, collect required documents, follow up regarding missing or pending items, send reminders regarding Pre-Cana and other preparation requirements, answer logistical questions, and confirm completion of required steps.

- Coordinate funeral liturgies with the family, clergy, music ministry, funeral home, sacristans, and liturgical ministers; explain parish procedures and permitted liturgical options; assist with readings and other selections; prepare the church; and coordinate the celebration.

- Maintain appropriate funeral information and follow-up documentation. 

Administrative and Communication Duties:

- Respond promptly to communications pertaining to assigned liturgical ministries, weddings, funerals, and sacramental celebrations.

- Assist the Parish Secretary with preparation and distribution of worship aids, the weekly bulletin, and other liturgical materials.

- Maintain accurate and current ministry information on the parish website, including ministry descriptions, leadership contacts, and email information.

- Communicate liturgical and ministry activities to the broader parish through Facebook and Instagram and create or assist with ministry-related graphics and announcements using Canva.

- Collaborate with parish staff to ensure smooth coordination of parish events and activities.

- Participate with other staff members in major parish-wide events such as the parish picnic, gala, and other special events, including setup, teardown, volunteer assistance, ticket sales, and credit-card processing as needed.

- Provide reasonable administrative coverage and assistance when the Parish Secretary is absent or when unusual parish needs require shared staff support.

- Maintain confidentiality and accurate records related to liturgical schedules, volunteer assignments, wedding and funeral files, and sacramental documentation within the scope of the position.

- Other duties as requested by the Pastor.

Professional Development:

- Stay informed about developments in Catholic liturgical theology, liturgical law, sacramental practice, and relevant archdiocesan policies.

- Attend appropriate workshops, conferences, and educational opportunities to enhance skills and knowledge relevant to the position.

- Participate in ongoing formation and spiritual enrichment programs provided by the parish or archdiocese.

SUPERVISORY RESPONSIBILITIES - This position has no supervisory responsibilities.

Requirements

QUALIFICATIONS

- Practicing Catholic in good standing who understands and supports the teachings, sacramental life, mission, and discipline of the Catholic Church.

- Knowledge of the Roman Catholic liturgical tradition, the liturgical year, the Mass, sacramental celebrations, and the roles of liturgical ministers.

- Experience participating in or coordinating parish liturgical ministries; previous experience coordinating Catholic weddings, funerals, or major liturgies is preferred.

- Strong organizational, planning, scheduling, and follow-through skills.

- Excellent written and verbal communication skills and appropriate pastoral judgment when working with engaged couples, grieving families, volunteers, and parishioners.

- Ability to recruit, train, motivate, supervise, support, and develop volunteers and volunteer leaders.

- Ability to collaborate effectively with the Pastor, clergy, parish staff, musicians, ministry leaders, volunteers, and parishioners.

- Ability to work independently, anticipate needs, solve problems, delegate appropriately, and manage multiple responsibilities.

- Competence with standard office technology, email, calendars, databases, ministry scheduling tools, Flocknote, website-management tools, social media platforms, and Canva, or ability to learn them.

- Ability to maintain accurate records and honor confidentiality.

- Availability for regular weekend responsibilities as well as weddings, funerals, Holy Days, Holy Week, Christmas, and other major parish celebrations.

- Compliance with Archdiocesan Safe Environment requirements, Code of Conduct, and applicable Faith and Morals policies.

EDUCATION and/or EXPERIENCE 

• High School Diploma or equivalent is required 
• Associate's Degree preferred
• Minimum of 4 years experience in Liturgical Ministry providing direct support

CERTIFICATES, LICENSES, REGISTRATIONS

• Must be a baptized member of a Catholic parish faith community 
• Must have dependable transportation
• Driver's License. 
• Must maintain valid Vehicle Insurance 
• Compliance with Archdiocese Safe Environment requirements 

WORK ENVIRONMENT / PHYSICAL DEMANDS

• Normal office environment where there is very little physical discomfort
• Non-smoking workplace
• Long-term sitting
• Working on a computer for long periods
• Stooping, bending, lifting files and boxes

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed. The Archdiocese of San Antonio is an Equal Opportunity Employer.