Administrative Assistant II-Administrative Assistant II

Job Description

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Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position is responsible for the clerical work for marriage cases and the department and acts as an ecclesiastical notary in conformity with the Code of Canon Law.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Responsible for answering telephones, data entry, scanning, coordinating with parishes for information, and general administrative support.
• Supports Judicial Vicar and Director.
• Supports Case Coordinators in evidence maintenance and scanning.
• Types miscellaneous documents, computer-generated and pre-printed paper forms, and labels.
• Maintains general department voicemail box and email inbox.
• Processes daily mail ensuring that it is properly logged, scanned, and provided to the appropriate staff person in a timely manner.
• Checks in all annulment petitions, dispensations, prenuptial files, sanatios, and privilege cases; enters cases in the Canonical database program when needed;

completes checklists and prepares / mails correspondence for assigned cases.

• Monitors pending case file.
• Scans paper documents and integrates them into the office electronic filing system. May be required to prepare documents for scanning by disassembling prior to scanning and reassembling afterward.

Follows established scanning and quality control procedures in producing digital files in specified format for further processing.

• Pre-final scans final cases in preparation for court.
• Acts as ecclesiastical notary in marriage cases and executes the necessary decrees.
• Maintains good public relations and communication with priests, parishes, department, and chancery office staffs including responding to requests for information promptly and following-up on missing documents.

Communicates with other diocesan chanceries and tribunals relative to inquiries, the transfer of cases, or other matters relevant to the operation of the department.

• Answers all inquiries in a manner that promotes positive public relations on behalf of the department, including verbal and written communication.
• Answers the telephone professionally, screens all phone calls and relays all messages to the appropriate person. Imparts information regarding annulment procedures clearly and accurately, with concern for confidentiality.
• Maintains the confidentiality of the department and its clients at all times.
• Welcomes and escorts visitors to the office. Demonstrates hospitality and professionalism.
• Answers routine correspondence for department.
• May help coordinate schedule of appointments and meetings; follows up to ensure meeting rooms have been reserved.
• Ensures that all meeting materials, correspondence, and other documents handled by the department are complete and accurate;

deadlines are met, and that work is completed in a professional manner; preserves the confidentiality of all matters handled.

• Responsible for maintaining a current filing system for the department.
• Helps to coordinate department functions, socials, workshops, in-services, meetings, travel arrangements.

Additional Job Functions

Performs other clerical or job-related tasks as required by the Director or Judicial Vicar.

Knowledge, Skills and Abilities Required

• Ability to speak and write Spanish is preferred.
• Ability to develop an understanding of canon law and procedures as they pertain to marriage cases.
• Ability to work well in a team environment with minimum supervision.
• Ability to maintain complete confidentiality and professional discretion.
• Well-organized, detail and service oriented; flexible and competent in clerical tasks.
• Proficiency with Microsoft Word and Excel ability to learn Outlook, Adobe, the Canonical database program, and other office programs.
• Ability to organize, set schedules, and prioritize tasks.
• Ability to maintain accuracy while performing a high volume of data entry.

Minimum Qualifications

• Active practicing Roman Catholic in communion with the Church (c. 149).
• High school diploma or equivalent.
• At least two years' experience in computer and administrative procedures.

Work Environment

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.

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