POSITION DESCRIPTION
Position: Case Administrator/PIC Prenuptial Preparation
Department: Metropolitan Tribunal
Reports To: Judicial Vicar
Classification: Non-Exempt
General Description
Provides principal staff and secretarial support in all pre-marital matters including processing the Defect of Form and Documentary cases. Assists and supports tribunal advocates and judges regarding administrative and clerical work and, under supervision, helps prepare technical documents associated with annulments, dispensations, documentary cases and other Tribunal functions.
Specific Duties/Responsibilities
The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.
- Helps process Formal cases, reviewing incoming documentation for completeness and accuracy and typing the necessary forms and correspondence.
- Serves as Notary to the Tribunal attesting to the authenticity and accuracy of all official material and assures that cases are processed and resolved in a timely manner and in accordance with all applicable requirements.
- Reads, scans and routes incoming correspondence, making sure the proper files are located and attached to requests and inquiries, and material is entered into the Canonical system.
- Assures that the clerical work associated with initiating new formal cases is properly prepared and recorded, including opening and setting up new files and entering them in the Canonical system.
- Answers and screen telephone calls for tribunal inquiries, including those relating not only to annulments and other canonical functions, but also sacramental issues relating to Baptism, Confirmations, etc.
- Responds to and initiates any necessary interdepartmental mail and communications.
- Types and proofreads outgoing correspondence for advocates and judges and annulment decisions for judges who require clerical support.
- Organizes and maintains a variety of office filing systems reflecting a variety of tribunal functions.
- Composes and types routine correspondent for proper processing of paperwork associated with annulments and a variety of other canonical processes, including contracts with petitioners, respondents, witnesses and other tribunals. Send out notifications with the Decree of Nullity for cases that have been adjudicated.
- Maintains and organizes all Tribunal files associated with Formal Annulment cases and all required internal records for pre-marital matters, Defect of Form cases and Documentary cases.
- Serves as the primary point of contact for Defect of Form cases and Documentary cases and the requirements for their processing.
- Serves as the primary point of contact as a Court of Second Instance for all Appeal cases coming in from other dioceses. Inputs the data into the canonical system to be processed. Prepares the Acts of the case to be distributed to the collegiate judges.
- Directly responsible for all material dealing with pre-marital matters including, but not limited to, requests for dispensations, permissions, and visum ests.
- Maintains and organizes all tribunal files associated with pre-marital matters listed above and assures that the official files in regard to all such matters are complete and in order.
- Serves as the primary point of contact for pastors and other parochial staff in regard to the need for pre-marital matters listed above.
- Assist in Annual maintenance process for purging and reorganizing the official documents.
- Other duties as assigned
Qualifications/Skills:
- Proficiency in Microsoft Word, Word Perfect and Access.
- Proficiency in the Canonical Software program
- Professionalism in work, conduct and appearance is required.
- Detail oriented, strong organizational and time management skills
- Excellent communications skills, written and verbal are required.
- Ability to handle a high level of confidentiality and supervise and train other staff in essential functions
- Ability to type at least 45 wpm.
- Good social and interpersonal skills
Education and/or Experience (Preferred)
- Minimum five years of comparable secretarial experience are required
- High school diploma or its equivalent required
- Two years of college or secretarial school training preferred
Physical Demands
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Rev. 12/2024
