Part-time Administrative Assistant

Position will be based in the Arlington, VA office. Schedule is Monday through Friday working five to six hours a day.

POSITION SUMMARY:

The Administrative Assistant II performs a variety of complex and confidential administrative duties in support of the Chancellor. This position works independently under general supervision or as part of a team on special or ongoing projects.

PRINCIPAL DUTIES:

• Assists the Chancellor by preparing marriages files for transmission to other dioceses within and outside of the United States, including requests for Permission for the Catholic party to marry a baptized Protestant, Dispensation from Disparity of Worship ad cautelam (non- Catholic party’s baptism in doubt), Dispensation from Disparity of Worship (non-Catholic party is not baptized) and Dispensation for the Catholic party to marry outside the Catholic Church.

• Maintains copies of marriage files (both computer-based and paper-based), dispensations and permissions. Secures this confidential information and generates annual reports on marriage files.

• When a search is requested by another diocese, searches records to ascertain if permission, dispensation, sanation, or any dispensation from canonical form was granted to verify whether the prior marriage took place validly within the Roman Catholic Church.

• Checks for completeness and accuracy of the marriage file, carries out research on proper addresses and contact information, and occasionally communicates with various parish and diocesan staff at the direction of the Chancellor.

• Receives and directs general incoming telephone calls and voicemail messages. Responds to routine calls/voicemails. At the direction of the Chancellor, may assist priests and deacons of Arlington and other dioceses with questions about preparation of documents for the Diocese of Arlington and parish secretaries with questions regarding marriage forms, proper procedures for permissions, dispensations, and marriage files.

• Receives, date stamps, and directs incoming correspondence, including faxes and email. Prepares outgoing correspondence. At the direction of the Chancellor, may respond directly to correspondence containing routine inquiries.

• Photocopies, scans, and files materials. Maintains an inventory of office supplies relative to marriage forms and other collateral material.

• Other duties as assigned.

RESPONSIBILITIES AND AUTHORITY:

• Supervision Received
• From the Chancellor.

• Physical Demands/Working Environment
• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
• Occasional evening and/or weekend work may be required
• Work usually performed in an individual, well-lighted area. The noise level is usually low. The space is wheel chair-accessible

QUALIFICATIONS:

• Knowledge/Skills:

• Practicing Catholic with basic knowledge of Catholic teaching on marriage, divorce, annulments, and matrimonial jurisprudence
• Working knowledge of Church organizational structures and diocesan personnel
• Ability to comprehend and apply specialized nomenclature, systems and procedures
• Strong written and oral communication skills
• Strong planning and organizational skills with keen attention to detail
• Intermediate level proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Ability to use basic computer programs to process and maintain records accurately
• Ability to access, navigate, evaluate, and create information using the Internet safely and effectively
• Proficient in use of common office equipment, including copiers, scanners, printers
• Ability to handle sensitive and private situations with discretion and confidentiality
• Ability to work well under pressure and exercise patience and kindness with others, especially during challenging situations
• A team player who can work cooperatively and collaboratively with personnel in similar positions in other dioceses, often on an “emergency” timeline, to enable a marriage to take place validly
• Familiarity with the Kennedy Directory and the Annuario Pontificio a plus
• Linguistic abilities in Spanish (reading, conversational) beneficial

• Education Required: High school graduate or equivalent.

• Years and Types of Experience: 2 to 4 years administrative office experience. Prior experience working in a legal office, especially in canonical affairs, beneficial.