Administrative Assistant - Tribunal at Catholic… · Dallas

Overview

General Summary of the Position

Functions as Ecclesiastical Notary to the Tribunal and provides support services to the Tribunal under the direction of the Director of Canonical Affairs in order to fulfill the mission of the Tribunal, which is the adjudication of petitions for invalidity of marriage (about 400 a year); processing of dispensations/permissions for the celebration of marriages in the church (about 850 a year), and canonical research. This position interacts on a daily basis not only with the Director but also with other Auditors and Procurator-Advocates, Judges, and Defenders, parish personnel, and has contact with the Judicial Vicar and Chancellor.

Carries out the office of Notary as described in the 1983 Code of Canon Law (cc. 1437; 1473; 1474, §1; 1475, §2; 1503, §2; 1561; 1567; 1568; 1569; 1605; 1630, §2; 1664), in revisions to the 1983 Code of Canon Law under Mitis Iudex Dominus Iesus (cc.1671-1691), in Dignitas Connubii (aa. 33-37; 62; 63; 73; 74; 75; 174), and in Mitis Iudex Dominus Iesus (articles 1-21).

May be asked to carry out the work of Auditor as described in the 1983 Code of Canon Law (cc. 1425, §4; 1428, 1448, §2; 1455; 1457, §2; 1561) and in Dignitas Connubii (aa. 33 – 37; 50; 51; 73; 74; 75; 155; 158).

Responsibilities

Essential Duties and Responsibilities of the Position

• Reviews data from nullity papers to solicit more information as needed.

• Creates documents, from dictation and hand-written drafts, for documentary nullity cases such as Ligamen, Defects of Form, and Absence of Canonical Forms; and other projects.

• Creates/maintains database for each documentary case.

• Interacts with clergy and lay ministers in this and other dioceses in the processing of documentary case paperwork.

• Creates and revises forms in English, Spanish, and Vietnamese with the help of translators as required.

• Creates documents for documentary cases through merge process.

• In the role of Notary, certifies the authenticity of judicial acts and the accuracy of interrogations and authenticates documents from Petitioners and Respondents, Procurator-Advocates, witnesses and other dioceses.

• In the role of Case Specialist, solicits and documents statements from Petitioners, Respondents, Procurator-Advocates, witnesses and other dioceses in regard to Absence of Canonical Form cases

• Performs administrative duties to support the work of the Tribunal such as, but not limited to:

• Processing incoming and outgoing mail.

• Maintaining supplies and determining when to order, placing orders, approving orders for payment and giving invoices to the Director to generate payment.

• Supporting the Director with the budget process such as typing the budget for annual presentation; maintaining the individual account sheets to reflect every transaction; interacting with the Business Office to reconcile monthly statements; and checking monthly statements.

• Taking and transcribing minutes.

• Sending to and retrieving from offsite case storage (Tribunal Archives) and maintaining all associated records.

• Developing an understanding of the technical aspects of the Tribunal’s database(s).

• Preparing for workshops including receiving reservations, emailing handouts, setting up food, projecting on white board during presentation.

• Providing support to maintain appointment files for Tribunal officials.

• Photocopying articles from canonical journals.

• Maintaining Tribunal files, in hard copy or digitally, such as Law Sections, Prenuptial Agreements, etc.

• Assists with the preparation of the annual reports to the Holy See.

• Updating labels for cabinets in library and workroom and moving files, with assistance, as needed.

• Mailing out sacramental notices to parishes from other Dioceses.

• Handling documentary case requests from other dioceses within and outside the country.

• Working with the Director to maintain a current inventory of documentary cases.

• Interacting with public via telephone, email, and/or in person, particularly as a representative of the Tribunal.

• Maintaining log sheets for the manual log.

• Available to serve on the first-floor receptionist desk if/when called upon.

• Performing other duties to be mutually agreed upon with the Director.

Qualifications

Position Requirements

Knowledge, Skills and Abilities:

• Computer-literacy with a proficiency in Word, Excel, and the capability to work with legal software.
• Ability to communicate effectively with clergy, lay parish ministers, and other entities.
• Possession of characteristics relative to integrity, courtesy, unimpaired reputation and ability to maintain confidentiality.
• Demonstrated initiative and good judgment.
• Willingness to participate in professional development opportunities.
• Good previous work record.
• An appreciation for the detailed nature of the work.
• Bilingual in either English and Spanish or in English and Vietnamese, preferred.

Education and Experience:

• High school diploma or GED; some college, preferred
• Proficient in Microsoft Outlook, Word, Access, Excel
• One to two years of administrative experience

Special Requirements:

• Capability of working a 35-hour work week with the willingness, on occasion, at the request of the Director, to adjust schedule.
• Commitment to the work of the Tribunal.
• Practicing Catholic.

Physical Requirements Specific to the Job:

• Must be able to bend and pick up boxes up to 20 pounds as required

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.

Pay Range

USD $0.00 - USD $0.00 /Yr.