JOB DESCRIPTION

DIOCESE OF DULUTH

Job Title: / Administrative Assistant
Department: / Marriage Tribunal
Reports To: / Judicial Vicar
FLSA Status: / Non-Exempt
Prepared By: / Rev. Steven Laflamme
Prepared Date: / 8/16/16
Revised Date:
Schedule / 37 hours per week (FT)

SUMMARY

Assist the Judicial Vicar of the Diocese of Duluth in the day-to-day operations of the Marriage Tribunal.

CONTEXT

This position is an extension of the Bishop’s Ministry. The incumbent must have a willingness and ability to support the Mission of the Universal and Local Roman Catholic Church.This position also requires a commitment to the Tribunal process as a ministry, appreciating it as both a pastoral-legal instrument.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.Provides receptionist duties for walk-in clients;

2.Answers telephone calls and emails sent to the Tribunal;

3.Transcribes all audio tape interviews;

4.Opens all mail sent to the Tribunal, date stamps mail, makes copies of all original documents and distributes to proper persons for review;

5.Files all testimony daily. Notifies Judicial Vicar of the need for his advice, permission and/or signature for a given case to proceed to the next stage of trial;

6.Tracks accurately and in a timely manner all cases currently opened, and makes sure that cases proceed efficiently.

7.Conducts telephone interviews

8.Schedule interview appointments;

9.Make phone calls, mail letters and send emails to discover further information as requested by the Judicial Vicar

10.Orders and maintains office supplies;

11.Copies and maintains supply of Tribunal Forms and case folders;

12.Attends staff meetings and other training deemed necessary by the Judicial Vicar

GENERAL RESPONSIBILITIES

Maintain a current level of knowledge and skills required to effectively serve in this position. This is accomplished by attending workshops or classes as directed.

SUPERVISORY RESPONSIBILITIES

Not responsible for any immediate supervision of employees.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

  1. Associate’s degree in a business field
  2. 5-10 years of clerical or administrative assistant experience
  3. Proficiency in word processing programs, preferably MS Word, and spreadsheet programs, preferably MS Excel. Proficiency in navigating the internet and conducting internet-based research

LANGUAGE SKILLS

Superior verbal, written, and presentation skills. Keen attention to detail.

OTHER EXPERIENCE/SKILLS

  1. Collaborative work style with an ability to project a professional, sincere and friendly manner
  2. Possess good interpersonal communication skills and organizational skills, i.e., capable of multi-tasking
  3. Prefer an active member of a Catholic community
  4. Have superior typing skills, with a rate of at least 60 gross words per minute
  5. Ability to understand, appreciate and maintain strict confidentiality regarding all Tribunal work
  6. Ability to be courteous, patient and kind with callers, emailers or other parties to a marriage case who will sometimes be emotional and/or hostile, while still maintaining proper professional boundaries
  7. Ability to receive correction, adapt well to changes in practice and procedure, and willingness to learn the basics of canon law regarding marriage and the procedure for a declaration of marriage nullity

CERTIFICATES, LICENSES

Valid Driver’s license

PHYSICAL DEMANDS

The physical demands described here 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. While performing the duties of this job, the employee is required to stand, walk, sit, use hands to feel objects with tools or controls, reach with hands and arms, talk, and hear. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The environment is a traditional office setting with individual work spaces. While performing the duties of this job, the employee is exposed to moderate noise levels in the work environment. Some travel is expected.

ACKNOWLEGEMENT

I have read and understand this explanation and job description.

Employee Signature: ______

Date:______

Supervisor Signature:______

Date:______

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