Case Administrator/Ecclesiastical Notary

POSITION DESCRIPTION

Position: Case Administrator/Ecclesiastical Notary

Department: Metropolitan Tribunal

Reports To: Judicial Vicar

Classification: Non-Exempt

General Description

Assists and supports tribunal advocates and judges in regard to administrative and clerical work and, under supervision, helps prepare technical documents associated with annulments, dispensations, documentary cases and other Tribunal functions.

Specific Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

• Helps process Formal cases, reviewing incoming documentation for completeness and accuracy and typing the necessary forms and correspondence.
• Serves as Notary to the Tribunal attesting to the authenticity and accuracy of all official material and assures that cases are processed and resolved in a timely manner and in accordance with all applicable requirements.
• Reads, scans and routes incoming correspondence, making sure the proper files are located and attached to requests and inquiries, and material is entered into the Canonical system.
• Assures that the clerical work associated with initiating new formal cases is properly prepared and recorded, including opening and setting up new files and entering them in the Canonical system.
• Answers and screen telephone calls for tribunal inquiries, including those relating not only to annulments and other canonical functions, but also sacramental issues relating to Baptism, Confirmations, etc.
• Responds to and initiates any necessary interdepartmental mail and communications.
• Types and proofreads outgoing correspondence for advocates and judges and annulment decisions for judges who require clerical support.
• Organizes and maintains a variety of office filing systems reflecting a variety of tribunal functions.
• Composes and types routine correspondent for proper processing of paperwork associated with annulments and a variety of other canonical processes, including contracts with petitioners, respondents, witnesses and other tribunals. Send out notifications with the Decree of Nullity for cases that have been adjudicated.
• Maintains and organizes all Tribunal files associated with Formal Annulment case and assures that the official file of each case is complete and in order for scheduled hearings and/or final resolution.
• Discontinues abated or inactivated cases
• Sends out required correspondence at the conclusion/abatement of cases and files abated cases in the archives.
• Assists in Defect of Form case and pre-marital matters when necessary.
• Assists in Annual maintenance process for purging and reorganizing the official documents.
• Assists in the researching of records and the retrieval of data associated with past annulment and dispensation decisions.
• Coordinates rogatory requests from other dioceses with the (Adjutant) Judicial Vicar.
• Provides assistance to Spanish-speaking staff or clients when necessary; serves as primary contact for all Spanish-speaking inquiries; translates Spanish documents when necessary.
• Other duties as assigned.

Qualifications/Skills

• Flexibility and versatility are essential so that the functions of the office are covered when other staff members are absent
• Proficiency in Microsoft Office
• Proficiency in the Canonical Software program
• Professionalism in work, conduct and appearance is required
• Detail-oriented, strong organizational and time management skills
• Excellent written and verbal communications skills are required
• Ability to handle a high level of confidentiality
• Ability to type at least 45 wpm.
• Good social and interpersonal skills
• Fluent in both English and Spanish

Education and/or Experience (Preferred)

• Minimum five years of comparable secretarial experience are required
• High school diploma or its equivalent required
• Two years of college or secretarial school training preferred

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Rev. 4/2026