Staff Job Description

Job Title: Legal Secretary - Assistant to General Counsel

Reports To: General Counsel and Director for Finance

FLSA Status: Non-Exempt

Summary Statement: This position provides administrative support to the General Counsel and Chancellor including specific tasks for other Chancery Office officials. Duties include preparation of documents, assistance with record management, financial record keeping, and maintenance of property records.

Essential Duties and Responsibilities:

General Counsel Support

o Draft and proof leases, affidavits and other legal documents as requested

o Update, format, and maintain multiple documents and booklets including Human Resources documents

o Assist with annual USCCB compliance audit and Diocesan Review Board meetings

o Prepare Secretary of State Annual Reports for various offices and Catholic High Schools

o Assist with preparing documents for priests and religious including immigration, estate planning, trusts, and POAs

o Prepare and maintain listings for archived legal documents

o Request and maintain EIN numbers for legal entities as requested

o Have knowledge on Illinois and Federal e-filing

o Review and refer requests for job postings from other dioceses to the diocesan website

o Provide general office support including preparation/tracking of FedEx deliveries, maintaining and ordering office supplies, and notarizing documents for offices in the administration building

o Provide back-up coverage for other Chancery Office administrative support staff

o Assist with other projects and duties as requested

Capital Project Processing

o Review all requests for capital projects for parishes and schools

o Review all purchase orders exceeding $12,500 for parishes and schools

o Follow up on missing and needed information

o Forward contracts for signatures, review for completeness

o Prepare approval letters, complete documents for signatures copy and file

o Prepare and submit capital projects to Building Commission members as needed

o Maintain files and responses for capital projects

Chancellor Support

o Review and prepare all marriage files including international marriage files and coordination of dispensations for marriage files with the Tribunal Office if needed

o Maintain and file all marriage files, dispensations, permissions and canonical form requests

o Work with parishes, priests, deacons and other dioceses to complete files for signatures

o Maintain and order marriage documents for the diocese and all parishes

o Respond and forward sacramental record requests

o Maintain and prepare sacramental records for closed parishes in the diocese

Diocesan Property Responsibilities

o Maintain schedule of property listings by county and location with parcel ID numbers

o Prepare and submit tax exempt property applications to appropriate county as needed

o Receive, review and act on Public Notices from 11 counties

o Prepare mapping requests for properties when requested

o Maintain and review tax exempt status reports for 11 counties to report annually

o Assist with property sales, purchases and donations within the diocese

Clergy Relief Society & Priests’ Long Term Care Program

o Financial responsibilities including deposits, disbursements, CRS dues billing, donation acknowledgements, annual budgets, year-end reporting

o Administrative duties including coordination of quarterly meetings, preparation of minutes, draft changes to documents as needed

o Process and track payments for LTC benefits for eligible retirees

Priests’ Pension Program

o Process electronic monthly pension and disability payments to retirees

o Prepare year-end tax forms for retirees and IRS

Requirements:

BA degree or paralegal certificate preferred and a minimum of three (3) years related work

Highly organized, detail oriented and strong communication skills required

Ability to work both independently and as part of a team, while prioritizing multiple tasks efficiently

Proficient in Microsoft Office, QuickBooks, and able to learn software applications

Prefer candidate to be a practicing Catholic in good standing

All offers of employment are conditional pending background and reference checks and approval to hire.

Job Type: Full-time

Pay: $21.50 - $26.00 per hour

Expected hours: 40 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Application Question(s):

As a religious organization, preference is made to hire Catholics in good standing. Could you provide a reference or letter to this effect?

Work Location: In person

Diocese of Rockford

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Legal Secretary - Assistant to General Counsel