Administrative Assistant II : Position 1

Meaningful work * service oriented and respectful work environment * work-life balance * up to 2 days of telework after 90 days of employment for non supervisors - 1 day of telework for supervisors * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE...

Position based in the Arlington, VA office Monday through Friday 8:30 pm to 4:30 pm - No remote/hybrid work

POSITION SUMMARY:

The Tribunal is an ecclesiastical (Church) court which concerns itself with judicial matters according to the Code of Canon Law.

The Administrative Assistant II performs a variety of complex and confidential administrative duties in support of the Judicial Vicar and in conjunction with other administrative staff of the Office of Canonical Affairs and the Tribunal. The Administrative Assistant II must be able to work independently under general supervision as well as part of a team.

PRINCIPAL DUTIES:

• Review incoming annulment applications and supporting documents for completeness and accuracy before forwarding to Judicial Vicar for preliminary review.
• Input accepted annulment applications into Canonical.
• Scan and upload case documents into Canonical.
• Update Canonical with all daily activity for active cases.
• Create decrees to initiate case instruction (e.g., joinder, decree of instruction, constitution of court, etc.)
• Cite Defender of Bond and wait for his acceptance of case.
• Cite Respondent and forward all canonically required decrees and documents in a timely manner.
• Receive Respondent declaration. Enter into Canonical.
• Issue Decree of Appointment for Respondent Procurator/Advocate. Enter into Canonical.
• Schedule and prepare Petitioner for hearings
• Schedule and prepare Respondent for hearing (if possible)
• On day of formal hearing with Petitioner:
• Assemble case file with appropriate paperwork (blue forms, copies of all casework for judge, DOB, etc.).
• Answer any questions judge/auditor may have about the case status or case problems.
• Respond directly to correspondence containing routine inquiries/case status.
• Coordinate the flow of work to transcriptionists as needed.
• Assist judges in tracking and moving formal cases through the annulment process as needed.
• Maintain Tribunal Calendar with Preliminary Case Instruction information.
• Prepare letters and documents for court officers as needed.
• Establish, retrieve, and maintain computer-based and paper files and records. Maintain, secure, and protect confidential information and reports.
• Perform other duties as needed or assigned.
• Function as Notary as needed.

QUALIFICATIONS:

• Knowledge/Skills: Intermediate level proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook; highly proficient in use of common office equipment, including copiers and scanners; strong verbal and written communication skills, organizational skills and attention to detail; ability to use basic accounting or related computer programs to process and keep records; ability to comprehend and apply specialized nomenclature, systems and procedures; ability to handle sensitive situations with discretion and confidentiality; high level of energy and enthusiasm; active listener; team player.

• Education Required: Associates degree; minimum 2-4 years office experience.

• Years and Types of Experience: 2-4 years office experience. Previous experience in a law office preferred. Possess analytical abilities, exceptional attention to detail and hands-on experience with office machines and equipment. Proficiencywith the Microsoft Office Suite of products. Spanish-speaking is a plus

We thank all applicants in advance for their interest in working for the Catholic Diocese of Arlington, however, only those selected for an interview will be contacted.

Other details

• Pay Type Hourly
• Travel Required No
• Required Education Associate Degree
• Job Start Date Monday, September 18, 2023

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