Faith Formation Administrative Assistant

Summary of Job

The part-time Administrative Assistant for Faith Formation supports the Director through a variety of tasks related to organization, communication, registration, sacramental preparation, and maintenance of records and files pertinent to children/youth enrolled in formation.

Minimum Qualifications

• Education: High school diploma or equivalent (minimum); bachelor’s degree preferred.

• Experience: 3+ years of clerical or office support experience.

• Knowledge and Skills:

  • Technical Proficiency – Advanced knowledge of Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook). Familiar with printer/copier, postage machine and databases (e.g., Parish Data Systems, or similar).

  • Communication – Excellent verbal and written communication for interaction with parishioners, staff, and families.

  • Organization & Administration – Exceptional diligence, ability to multitask, and expertise in maintaining records, scheduling events, and managing databases.

  • Confidentiality – Highest level of discretion in handling sacramental records and sensitive parishioner data.

  • Religious Knowledge – Understanding of Roman Catholic teachings, practices, and diocesan policies.

  • People Skills – Strong customer service orientation, ability to work with various personalities, and experience coordinating with volunteers.

Routine Duties and Responsibilities

Registration/Attendance:

• Set up new year sessions for registration.

• Along with Director, generate registration forms and send electronically to previously enrolled families.

• Count Faith Formation books leftover from previous year and help with new year book order.

• Process 500+ registration forms as received (electronically, by email or by mail), place students into classes, and make any registration changes requested by families.

• Generate spreadsheet of ages three to six along with first and second graders not previously registered for Director to email new family letter and registration instructions.

• Make any necessary revisions—such as updating documents, proofreading, making copies, and preparing booklets—for Orientation and other events.

• Print bag tags and fill family bags with information packets and Faith Formation books for Orientation.

• Attend Orientations.

• Download and create attendance spreadsheets by grade.

• Create Catechist mailbox labels and attendance folders.

• Record weekly attendance in attendance spreadsheets when necessary.

• Support catechists with fulfilling any requests for copies/materials.

• Perform any other tasks deemed necessary by the Director.

• Attend additional meetings and/or sessions as required.

Sacramental Preparation:

• Make labels for second and eighth grade file folders, pull baptismal certificates already received from Faith Formation family files, and maintain hard copy file of all necessary documentation for individuals.

• Gather lists of second, seventh, and eighth graders for sacramental purposes from Catholic school students who have listed Sts. Martha and Mary as their home parish.

• Collect and record Baptismal Certificates prior to Reconciliation and Confirmation processing paperwork by contacting families via email and phone to obtain missing documentation, monitoring candidate requirements, and ensuring all necessary forms are completed and approved in advance of the Sacraments.

• Record First Communion and Confirmation names and information in the respective sacramental register.

• Send notifications of First Communion and Confirmation to the church of Baptism (and Archives) for individuals not baptized at Sts. Martha and Mary.

• File First Communion and Confirmation paperwork, along with Baptismal Certificates, in Faith Formation family files.

• Record attendance and completion of Confirmation Prep, seventh and eighth grade sessions, EDGE, and service requirements in spreadsheets, create sign-in sheets for Confirmation Prep and retreats as needed, and scheduled second graders for Sacramental Chats, Reconciliation, retreats, and First Holy Communion Masses.

• Collaborate with the Director to prepare, proofread, and copy eighth grade Confirmation paperwork packets and the Confirmation booklet, assist in compiling shopping lists and purchasing items for Confirmation retreats and reception, and help collect supplies, generate necessary materials, and attend First Holy Communion Masses.

• Merge and print Confirmation notification cards for practice and the day of Confirmation, attend practice to speak with families missing paperwork, print candidate name badges, assist at the Confirmation Mass, and prepare the Social Hall reception.

Special Events:

• Prepare for and attend special events throughout the year (e.g., Fall, Winter, Spring, & Summer)

Communication:

• Make/answer/return phone calls from families/other parishes.

• Email/return emails from families/other parishes.

Other Duties

• Help with preparations for and attending fundraisers, Volunteer Appreciation Party, Parish Picnic, and any other events as needed.

• Fill in and help when needed in the Main Office – administrative assistant vacation, large mailings, busier times of the year and preparations for Easter, Thanksgiving, and Christmas.

• Help other staff members when needed, i.e., setting up space, cleaning of kitchen and dishes, and computer reports.

• Perform other tasks asked by Pastor and/or Parochial Vicar.

To Apply

Qualified candidates should address a cover letter to Rev. Robert J. Vular, Pastor, and send it with a resume electronically to: Gary Roney, Director of Faith Formation and Family Ministry, at [email protected].

Deadline for application is March 15, 2026.