Registrar - Parish Scheduling and Database Coordinator

Full-time position reporting to the Director of Operations

Maintain Parish Database

Run standard reports and build custom reports that extract data from the parish database. Enter new registrations, address and information changes, remove deleted parishioners. Record sacramental information into the date base.

Keeper of all parish demographics.

Send welcome & stewardship letters

Send weekly address corrections, additions, and deletions to the archdiocese.

Record sacrament notices from other parishes in hardbound books as well as spreadsheet.

Sacramental Record Keeping

Keep sacramental records in the historical hardbound books

Copy and mail requested sacrament certificates or hold for pickup.

Confirm sponsors - Confirmation and Godparent requests.

Room Scheduling

Use room scheduling software to search for room to meet room requests.

Look past the room booking to understand time and space needs and what might be in there before them and after them in order to avoid problems.

Communicate with room requesters

Plan for clean up and set up instructions.

Send a weekly calendar to bulletin editor (formatted for bulletin) and custodians.

If room request is for group that has not met at Nativity before and not parish or archdiocese sponsored, get pastor approval.

If room request is for group not parish or archdiocese sponsored, inform requestor that we need Certificate of Liability Insurance (COI) and Facility Usage Agreement before they can meet at Nativity.

If organization meets annually, collect updated COI every year.

Coordinate with CYO/Athletic Director for scheduling practices for all sports.

Handle the yearly staff calendar planning meeting; send confirming list to each staff member individually.

Backup on the Telephone

Answer the phone if it rolls over because front desk is busy, on the other line, or at lunch.

Monthly Presider Schedules

Assist pastor with printing the new monthly presider schedule.

Send monthly schedule to a designated list of staff and ministry heads.

Put monthly schedules in both the vesting and working sacristies.

Put in for check requests for all outside priests that assist.

Prayer Care Ministry

Work with applicable ministry chair to send out prayer care e-mails to those who have signed up from our Time and Talent survey.

Virtus

Maintain Nativity's Virtus data in confidential, secure manner.

Initiate background checks for parishioners seeking Virtus qualification.

Ensure all staff and school keep current on their Virtus monthly training bulletins.

Ensure all school and parish staff do their background updates when due.

Send school all names of parents who are Virtus compliant before they can volunteer. Verify Virtus compliance for any staff or ministry head that needs to know.

Let ministry or organization know if they need a vendor form for a specific person or business.

Block any Nativity meeting where youth are involved and all participants are not Virtus compliant - room scheduling is one means of identifying potential compliance risk.

Security

On a weekly basis, program the outside doors to lock and unlock daily.

Adjust lock schedule if meeting changes - likely detected via room scheduling.

Do you have experience in Spreadsheets?, Do you have a High school diploma or GED?, 5+ years' experience in senior administrative roles

Database management including executing and writing queries/reports

Proficient in Microsoft Office including comfortable with Excel, mail merge, and Outlook

Strong organization skills

Advanced multi-tasker in interrupt environment with positive attitude

Attention to detail with very high accuracy

Direct interaction with customers (internal and external) with service-orientation

High school diploma or equivalent

Qualifications - Desirable

Active member of the Catholic Church in good standing

Experience with ParishSoft desirable

Parish or school office experience a plus

Associate or bachelor's degree a plus

Pulled from the full job description

• 401(k)
• Health insurance
• 401(k) matching
• Paid time off
• Vision insurance
• Dental insurance
• Flexible spending account, * 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance