Full-Time Position :(Monday through Friday 8:30 AM-4:30PM)
Preferred Start Date: : May 6, 2024
Reports To: :Judicial Vicar
The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and the requirements of the job change.
Job Summary:
The Administrative Assistant assists the Tribunal staff (Judicial Vicar, Judges, Auditors and Advocates) by completing designated responsibilities at the required time in the progression of the marriage nullity and marriage dissolution processes.
Essential Functions/Job Responsibilities:

• Handles incoming phone calls and forwards them to the appropriate party

• Reviews and ensures that the introductory forms are completed in their entirety, and if mandatory information is missing contacts the Pastor or Petitioner to request this required information before it is submitted to the Tribunal

• Enters new cases into the TMS software program and records that particular case

• Completes assembly of the case file, composed of essential paperwork, and assigns case to auditor who will initiate the process with petitioner

• Processes the Lack of Canonical Form submitted by the parish priest and sends letter of affirmation to priest and applicant.

• Provides canonical and civil notary services to the Tribunal

• Files completed annulment cases in a specific order

• Ensures office supplies are available and well stocked; prints envelopes and letterhead

• Handles all correspondence mailings at the end of workday, including letters that must be certified at the post office

• Maintain extreme confidentiality of all that goes on in the Tribunal

Specific Job Skills/Qualifications:

• Strong written and verbal communication skills

• Excellent organizational skills and ability to prioritize responsibilities

• Data Entry Skills

• Ability to learn new software program

• Ability to take initiative, work independently, and must be able to meet deadlines for work projects.

• Proficiency in MS Office

• Ability to work well with others to promote a positive work environment

• Must be a practicing/participating Catholic in good standing with the church

Education/Preferred Work Experience:

• High School Diploma or equivalent required

• 2 years of secretarial/office experience is preferred

Physical Demands:

• Regularly spend long hours sitting and using office equipment and computers.

• Regularly move from sitting to standing positions effortlessly.

• Regularly use hands and fingers to lift files, open filing cabinets, and for data entry purposes.

• Frequently bend to file paperwork.

• Must be able to speak clearly so listeners can understand.

• Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.

• Occasionally lift 5-10 pounds.