Tribunal Administrative Assistant

Description

• Reports To: Director of the Tribunal
• FLSA Status: Non-Exempt, Full-Time
• Schedule: 8:30 a.m. – 5:00 p.m., Monday through Friday

Summary: The Administrative Assistant will execute office duties required by the Director of the Tribunal. This will include receiving visitors, answering and directing telephone calls, checking and forwarding emails and assisting with a large volume of written correspondence to and from the Tribunal. The Administrative Assistant will be responsible for maintaining the filing system for a large volume of files. The Administrative Assistant will also utilize our CaseMaster, our electronic database, to enter new case records, update case records and generate correspondence. The Administrative Assistant will also interface with the Archives Department to store and retrieve historical records from temporary and permanent storage. Duties will be performed competently and compassionately, in a synodal spirit.  

Requirements

Position Responsibilities:

• Serves as receptionist for visitors and telephone callers to the Tribunal during business hours. 
• Checks Tribunal mail, email and voicemail daily and forwards messages to the appropriate Tribunal ministers.
• Under supervision of Director of the Tribunal, responds to Tribunal mail, email and voicemail, as instructed.
• Assists with large volume of outgoing mail, including stuffing envelopes.
• Maintains the filing system of case files and locates individual case files as requested, under the supervision of the Director of the Tribunal.
• Maintains the filing system of “inter-diocesan” prenuptial packets, under the supervision of the Director of the Tribunal.
• Observes standards for assembling and maintaining individual case files.
• Makes copies and scans of case file matter.
• Enters new case records in CaseMaster; update existing case records in CaseMaster; and prepares routine correspondence in CaseMaster.
• Assists with maintenance of tracking spreadsheets and preparation of documents.
• Participates in periodic and annual auditing of cases.
• Assists the Judicial Vicar and the Director of the Tribunal in complying with the Tribunal Retention Policy, preparing case files for permanent storage in Archives and temporary storage in SafeSite and assisting with the purging of case files for which the retention period has expired.
• As needed, on request by Case Coordinators, provides status updates on cases to the parties, submitting ministers, parish clergy and delegated parish staff (typically RCIA Directors).
• Actively participates in Tribunal Staff Meetings and Diocesan gatherings. 
• Actively engages in formation opportunities provided to the Tribunal Staff and assists the Director in supporting formation events.
• Assists the Director of the Tribunal in providing support for Pastoral Outreach, including Tribunal Workshops in parishes and deaneries throughout the Archdiocese of San Antonio.
• As needed, contacts government and religious institutions to locate needed information and/or documents for case investigations.
• As needed, assists the Judicial Vicar and the Director of the Tribunal with the handlings of deposits and check requests.
• Works closely with the Judicial Vicar and the Director of the Tribunal to support the priorities of the Tribunal as well as effectively responding to the exigent demands of the ministry of the Tribunal.   
• Maintains and promotes an understanding and awareness of cultural and diversity issues.
• Adheres to safety training and protocols on a daily basis and takes precautionary measure to ensure the safety and well-being of self, others.   
• Takes responsibility for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adheres to the Code of Conduct and Faith and Morals Policy, which is mandatory.
• Takes a solution-oriented approach in interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Values of the Archdiocese of San Antonio, as is required of all Archdiocesan personnel. 
• Performs other duties, as assigned.

Minimum Qualifications:

Education:

• High School Diploma or equivalent.
• Associate’s Degree or additional experience in lieu of degree.

Experience:

• At least two (2) years of working in an office environment in an administrative role.
• Conversant in Spanish.

Preferred Qualifications:

• Bachelor’s Degree in theology, philosophy, social work, psychology or related field.
• Experience in parish ministry, social work, or other pastoral ministry.
• Experience serving in a Tribunal
• Fluent in Spanish, other languages also beneficial.
• Knowledge and practice of Catholic faith preferred

Minimum Knowledge And Skills:

• Experience with email, word processing, telephone and other standard office applications and equipment.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal communication skills.
• Must have good critical thinking and-problem solving skills.