Administrative Assistant and Ecclesiastical Notary

About the role

The Administrative Assistant provides support to the Tribunal staff and judges to ensure consistent, accurate, and timely execution of all tasks necessary for the efficient operation of the Tribunal. The Ecclesiastical Notary, appointed by the Bishop, prepares and authenticates all judicial acts of the Tribunal (cc. 483 - 484).

Responsibilities

• Maintain the highest level of confidentiality.
• Maintain familiarity with Tribunal procedures and ensure procedural formalities are observed in all cases.
• Photocopy and scan Tribunal cases.
• Merge data residing in the database and issue “letters of change.”
• Perform data entry, filing of records, and close out Tribunal cases.
• Review, assess, and instruct cases.
• Prepare and print letters and decrees.
• Process sanations and dispensations after approval.
• Notarize judicial acts of the Tribunal, e.g., decrees, decisions, sentences.
• Communicate clearly and appropriately with petitioners, respondents, and witnesses.
• Cooperate in maintaining timely and correct data entry, file management, and correspondence.
• Assist with the efficient operation of the Court of Second Instance.
• Participate in regular Tribunal meetings and discussions.
• Attend canonical meetings for continuing education.
• Assist with preparation and coordination of Tribunal-sponsored events and trainings.
• Perform other duties deemed necessary and appropriate by the Director.

Requirements

• High School diploma or equivalent.
• Some theological or canonical knowledge/experience preferred.
• Prior Tribunal experience preferred but not required.
• Well-developed interpersonal and communication skills.
• Strong writing, organizational, and critical thinking skills.
• Ability and willingness to engage in collaborative ministry.
• Pastoral concern and sensitivity toward those served by the Tribunal.
• Computer literacy: Windows platform, MS Office, and FileMaker Pro.
• Bilingual competency in Spanish (written and spoken) preferred but not required.

Skills

• Strong attention to detail.
• Strong organizational skills.
• Strong communication skills.
• Team player with strong interpersonal skills.
• Situational awareness.
• Ability to instill and inspire trust.
• Customer service oriented.
• Self-motivated with a desire to expand knowledge.

Job Location: Nashville, TN