Administrative Assistant for Marriage and Baptism Preparation

The Administrative Assistant provides comprehensive administrative support for Marriage Preparation and Baptism at St. Timothy Catholic Church. This role serves as the first point of contact for parishioners seeking these sacraments, ensuring smooth coordination of all related processes. The assistant maintains accurate records, communicates effectively with clergy, staff and volunteers, and ensures a hospitable and well-coordinated process for those preparing for the sacraments or seeking prayer support. 

Job Requirements:

Marriage Preparation and Baptism

• Provide administrative support for programs and ministries which fall under Marriage Preparation and Baptism.
• Prepare and organize marriage preparation folders for couples.
• Serve as the initial point of contact for couples preparing for marriage and parents seeking baptism for their children, providing guidance on requirements and necessary paperwork.
• Create, track, maintain, and complete registrations, payments, rosters, attendance records, sacramental paperwork, certificates, etc. that are necessary for Sacraments.
• Schedule baptisms, weddings, and rehearsals in collaboration with the liturgy department and parish manager.
• Ensure timely communication with couples, clergy, mentors, and necessary staff.
• Work closely with the deacon responsible for baptism and marriage preparation to help resolve any sacramental impediments for marriage or baptism.
• Assist with the Witness to Love program and schedule appointments as needed.
• Maintain necessary office and ministry supplies.
• Maintain accurate records of volunteers and ensure proper documentation is on file.
• Record sacraments in the parishioner database and official sacramental registers, sending necessary notifications to the church of baptism.
• Keep the parish website updated with relevant information pertaining to marriage and baptism, including baptism class schedules.
• Process and fulfill Tribunal requests for marriage file documentation.

OCIA

• Provide administrative support to OCIA and Confirmation Prep in collaboration with the Administrative Assistant for Discipleship.

Prayer

• Manage prayer requests by maintaining accurate records, distributing prayer intentions to the Prayer Chain and mailing requests to those without email access.
• Compile and prepare prayer lists for Adoration participants.

General:

• Maintain good public relations with parish and community.
• Work cooperatively with St. Timothy staff.
• Meet assigned deadlines.
• Respond promptly to phone calls, emails, and inquiries.
• Attend staff meetings as required.
• Participate in required annual Safe Environment Training.
• Adhere to personnel practices and policies of the Diocese of Phoenix and St. Timothy Catholic Church.
• Provide back-up coverage for the front desk as needed.
• Process and fulfill sacramental record requests.
• Perform any tasks deemed necessary by the Pastor or his delegate.

Qualifications

• Practicing Catholic in good standing with the Church
• Demonstrates excellent oral/written communication and interpersonal skills
• Professional demeanor and appearance
• Ability to work well with staff and volunteers in a team environment
• Must be able to work independently with minimal supervision and frequent interruptions
• Strong working knowledge of Microsoft Office computer applications
• Strong working knowledge of general office machinery
• Willingness and ability to maintain confidentiality
• Ability to multi-task
• Excellent organizational skills with keen attention to detail
• HS diploma and 3-5 years equivalent experience
• Knowledge of sacramental preparation processes a plus
• Ability to bend, lift, push, and/or pull up to 50 pounds and reach overhead
• Committed to St. Timothy Catholic Church through participation in liturgical celebrations, prayer and service, and requested parish events, etc.

For your application, please submit a pdf that contains both your resume and a cover letter.

St. Timothy Roman Catholic Parish Mesa
1730 W Guadalupe Rd
Mesa AZ, 85202-7424


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