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:
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
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
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
