Ecclesiastical Notary

Position Title: Ecclesiastical Notary Position Summary: Assists and supports Judicial Vicar, Director of the Tribunal, ecclesiastical notaries, and judges in regard to administrative and clerical work and, under supervision, helps prepare technical documents associated with annulments, documentary cases and other Tribunal functions for the Tribunal and Matrimonial Affairs Department of the Diocese of Charleston. Classification: Exempt, Salary Reports To: Moderator of the Tribunal /Judicial Vicar Essential Job Functions: 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 Tribunal Database. 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 Tribunal Database. Answers and screen telephone calls for tribunal inquiries. 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 nullity cases and a variety of other canonical processes, including contracts with petitioners, respondents, witnesses andother 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 case and assures that the official file of each case is complete and in order for scheduled hearings and/or final resolution. Discontinues abated or inactivated cases. Sends out required correspondence at the conclusion/abatement of cases and files abated cases in the archives. Assists in Lack of Form case and other types of cases (Favor of the Faith cases, prior bond, etc.). Assists in Annual maintenance process for purging and reorganizing the official documents. Assists in the researching of records and the retrieval of data associated with past annulment and dispensation decisions. Prepare access and review agreements for petitioners and/or respondents at publication of the acts/process for those who want to view the acts, explaining the viewing process and advising them of their rights to appeal, to submit further information, rebuttal, etc. Sit with the petitioner/respondent while they view and answer any further canonical questions they may have. Oversee the replenishment of office supplies and maintenance of office machines. Prepare invoice payments when requested. Perform other canonical notarial duties as assigned by the Judicial Vicar, Adjutant Judicial Vicar, Moderator of the Tribunal, or other competent ecclesiastical authority. As South Carolina Notary Public, notarize civil documents to be included in case files as part of the proofs for the case. Must be a Catholic in good standing. Education Requirements/Position Qualifications: The candidate must have strong analytical skills in this legal environment. The person must have very strong written and verbal communication skills to answer daily phone inquiries on the range of questions related to canon law, in general, and as it is applied to an individual case, and to personally meet with petitioners in interview setting at publication of the process. The candidate must especially have the mental acuity and ability to learn and apply canon law in ever increasing depth. To begin work at the Tribunal, an employee must first possess strong clerical skills with a minimum typing speed of 45 wpm and outstanding grammar, spelling, composition, and verbal and written communication skills. The employee needs to use these skills as a foundation to learning and applying cannon law to their work at the tribunal. This person needs to have excellent computer knowledge/skill and be able to use a database system – the legal case management system specific to the work of the Tribunal (CaseMaster), and spreadsheet software to track the work of the Tribunal and keep statistics of Roman Reports (Excel Database). This person must be able to use Microsoft Word for creating particular letters outside of the Case Management program. The candidate needs to be attentive to detail. Working Conditions/Physical Requirements: This position requires long hours at the computer terminal (average six hours per day). Specifically, this position requires standing, walking, using feet, stooping and reaching above shoulders up to 1/3 of the time. In addition, the position requires sitting, talking, hearing, and using hands at least 2/3 of the time. The person must be able to lift up to 25 lbs as they need to lift and move file boxes to access and store case, and accept delivery of boxes of office equipment and supplies. Work Authorization: Applicants must be legally authorized to work in the United States at the time of hire. The Diocese of Charleston does not provide visa sponsorship. Successful candidates will be required to complete Form I-9 and present acceptable documentation verifying identity and employment authorization. Employment in this position is contingent upon the successful completion of all required pre-employment screening and verification processes, as applicable to the responsibilities of the position. These may include: A criminal background check and completion of all Diocese of Charleston Safe Environment requirements #J-18808-Ljbffr Diocese of Charleston