TITLE: Administrative Assistant – Ecclesiastical Notary

SECRETARIAT: Canonical Services and Tribunal

FLSA: Non-Exempt

STATUS: Part Time

ACCOUNTABILITY:

• The Bishop of Manchester is the visible principle and foundation of unity in the diocese entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as a Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.
• Each position employed in the Chancery helps to extend the ministry of the Bishop, as outlined in the position description.
• All employees of the Diocesan Administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire.
• This position is appointed by the Judicial Vicar and accountable to the Director of Canonical Services.

RESPONSIBILITIES:

• This support position provides secretarial, consultative, transcription, record, correspondence, and telephone services to encourage, promote, support, and strengthen the goals and objectives of the Office of Canonical Services and Tribunal.

ESSENTIAL DUTIES:

Administrative Assistant,

• Serving as Ecclesiastical Notary
• Assisting in the maintenance of Tribunal office calendar
• Maintaining, organizing, and managing files
• Processing of marriage investigation casework, as prescribed by the 1983 Code of Canon Law
• Transcribing recorded testimonies
• Proofreading and correcting others’ transcriptions for content, context, and accuracy
• Preparing various forms of correspondence, letters, and decrees
• Responding to telephone inquiries and/or making referrals to appropriate party
• Participating in weekly Tribunal Staff Meetings

Ecclesiastical Notary

• Draw up the acts and instruments regarding decrees, dispositions, obligations, or other things which require action in canonical marriage investigation cases;
• Record in writing what has taken place and sign the record with the date, time and place;
• Establish in writing or by signature the authenticity for any acts, documents, necessary for all canonical processes;
• Furnish acts or instruments from the records to one who legitimately requests them, and to declare copies of them to be in conformity with the original.

OTHER DUTIES AND RESPONSIBILITIES:

• Copying and recording assistance internally and to field advocates
• Occasional reception services
• Completing projects and assignments as directed by, and in support of, the Director of Canonical Services
• Providing full range of mail services (sorting, labeling, bulk)
• Performing other general office tasks as assigned

ENVIRONMENT:

• General office - clean, well lit, environmentally comfortable
• Lifting and carrying objects up to ten pounds occasionally
• Reaching at shoulder level occasionally
• Frequent hand manipulation in operating controls and equipment
• Frequent bending and climbing (stairs)
• Occasional twisting and bending
• Working at desk most of workday
• Some standing and walking

EDUCATION:

• High School Diploma or GED

EXPERIENCE:

• 2-5 years clerical/administrative office experience required
  
• SKILLS:
• Excellent and accurate keyboard skills
• Proficiency in the use of personal computers including MS Word, tables and spreadsheets, MS Access, database, and Internet programs
• Ability to learn and employ additional software as needed
• Ability to communicate well orally and in writing
• Proficiency in the use of office equipment such as recording and dictation machines, digital recording/transcription programs, computers, calculators, copiers, scanners, etc.
• Excellent observation skills and competence in document verification procedures;
• Ability to communicate well both orally and in writing;
• Proficient in the use of office machines: copiers, scanners, tran- scription equipment, etc.; also proficient in the use of personal computers and programs including: MS Word, Excel spreadsheets, online database and Internet Programs;
• Ability to learn additional software as needed.

OTHER REQUIREMENTS:

• Due to the nature of this position, it is required that the incumbent be a practicing Roman Catholic, canonically in good standing, who is registered and active in a parish or religious community.
• Completion of the Diocesan Safe Environment Training, a Criminal background check, and satisfactory references, are required.
• Exposure to objectionable material and offensive language or narratives is a strong possibility.