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The Administrative Assistant provides clerical support to judicial teams by preparing correspondence, managing case files, and inputting data. They also handle inquiries from petitioners and witnesses while ensuring the confidentiality and accuracy of all tribunal documentation.
Candidates must have at least two years of secretarial experience and training, along with proficiency in Microsoft programs and a typing speed of 60 wpm. An active membership in a Roman Catholic faith community and the ability to communicate fluently in both English and Spanish are required.
Department: Tribunal
Status: Non-Exempt, Full-Time
POSITION SUMMARY
To perform a variety of duties in support of one or two judicial teams in the adjudication of formal trials of marriage nullity.
ESSENTIAL FUNCTIONS
Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.
· Types and prepares correspondence, memo, reports, etc.
· Inputs case information on computer terminal.
· Assists in setting up and confirming appointments between the Judge( s) or Paralegal(s) and petitioners, respondents, and witnesses as directed.
· Opens, sorts, and distributes mail.
· Handle telephone inquiries from petitioners, respondents, and submitting parish ministers regarding the status of cases.
· When required, obtains special consent before the Tribunal assumes legal competence.
· Sends request for testimony from respondent and witnesses and tracks the deadlines for second request letters, if need be.
· May perform research work.
· Maintains files, including set-up, updates, and organization.
· Provides backup support to other clerical employees.
· Proofreads correspondence and other documents for accuracy.
· Receives and directs visitors.
· Performs related duties as required.
MINIMUM QUALIFICATIONS
Education and Experience
Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:
· Active member of a Roman Catholic faith community.
· Two years secretarial training.
· Two years of secretarial experience.
· May require familiarity with Canon Law.
Knowledge, Skills, and Abilities
Knowledge of:
· Archdiocesan and Church policies, procedures, and organization.
· Microsoft programs.
· Simple record keeping methods and procedures.
· Modem office methods and procedures.
Skill in:
· Public contact.
· Report preparation.
· Short-range organizational planning.
· Telephone communication.
Ability to:
· Coordinate and delegate various activities with efficiency.
· Communicate fluently in oral and written form in English and Spanish to include usage, grammar, spelling, and punctuation.
· Become familiar with basic canonical terminology used in marriage cases.
· Display sensitivity to various situations and needs.
· Communicate effectively in written and oral form.
· Develop and maintain effective working relationships.
· Work independently with initiative and little or no supervision.
· Type 60 wpm in order to meet the requirements of the position.
· Maintain absolute confidentiality.
Physical and Environmental Requirements
· Occasionally lift up to 20 pounds.
· Sit for sustained periods of time on a daily basis.
· Perform tasks requiring intermittent bending, stooping, and walking.
· Sustain frequent movement of the fingers, wrists, hands, and arms.
As the largest archdiocese of the Roman Catholic Church in the United States, the Archdiocese of Los Angeles offers numerous opportunities to work in a stimulating and diverse environment through our parish communities, schools, institutions, ministries and organizations. Headquartered in Los Angeles, the Archdiocese of Los Angeles comprises three counties in the southern part of the State of California: Los Angeles, Ventura and Santa Barbara Counties. There are 288 parishes located in 120 cities throughout the Archdiocese in the three counties. There are seven missions and chapels and nine Eastern Catholic churches. In all, there are a total of 225 Catholic elementary schools serving some 65,000 students, while there are 53 Catholic high schools with about 30,000 students enrolled. Together they comprise one of the three largest school systems in California in either the public or private sector. Ethnic services in a very culturally mixed environment are offered to 72 different groups. These services include clergy, liturgy, social services, publications, counseling, and cultural affairs. Learn about career opportunities in our Archdiocese by visiting our employment page: http://www.la-archdiocese.org/employment
Offices: 3424 Wilshire Blvd., Los Angeles, CA 90010-2241, US
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