POSITION OVERVIEW
The Administrative Assistant provides general office assistance including answering calls, greeting visitors, and providing clerical/administrative assistance as needed. The Administrative Assistant is responsible for maintaining confidential databases, including creation of clergy Letters of Good Standing, funeral planning sheets and their Wills and Testaments. Office duties typically include scanning, typing, overnight mailings, filing, photocopying, faxing, and data entry.
Duties and Responsibilities:
- Creating Letters of Good Standing for Diocesan clergy.
- Maintain database on all Letters of Good Standing for clergy of the Diocese of Brooklyn.
- Reviews documentation submitted by the Office of Clergy staff requesting faculties for an extern priest and ascertaining that original Letters of Good Standing have been submitted by superiors/ordinaries.
- Reviewing and acknowledging incoming Letters of Good Standing to ensure that all criteria are met.
- Assists individual seeking amendments to their sacramental records by initiating the process, obtaining all necessary legal and notarized documents, requesting necessary parochial and archival searches, and preparing completed package for the Chancellor’s review and approval.
- Assist individuals seeking to locate sacramental records, if not found, initiating the necessary procedure to create a sacramental record.
- Maintaining a confidential database for all funeral planning sheets, Wills and Testaments for all Diocesan Clergy.
- Search and contact superiors/ordinaries of prospective clergy seeking faculties in the Diocese of Brooklyn. Request and obtain appropriate Affidavits of Suitability.
- Updates and maintain files for all clergy ministering within the Diocese of Brooklyn.
- Updates and maintains database monitoring clergy attendance for annual retreats and prepares reimbursement documentation for annual retreat.
- Obtain necessary legal and notarized documentation for the processing of Civil registration for all clergy wishing to officiate at marriages within the Diocese of Brooklyn.
- Obtain necessary information to draft and communicate information with the Diocese regarding the death of a relative of a member of the clergy and when necessary, assist in coordinating Diocesan requirements for funeral.
- Prepare all necessary documentation for Marriage Visums and Petitions for Mixed Marriages. As well as maintaining database for marriages and petition for Marriage Visums and Petitions for Mixed Marriages.
- Obtain necessary information to draft and communicate information with Diocese regarding the death of a relative clergy and assist in coordinating Diocesan requirement for funeral.
- Performs other duties as assigned.
Education and Experience:
- Bachelor’s Degree in related field and/or relevant professional experience required.
- Proficient working knowledge of Microsoft Office, including but not limited to Word, Excel, Access, Publisher.
Required Skills and Abilities:
- Working knowledge of the Tenets of the Roman Catholic Church.
- Experience with internet and internet research.
- Excellent organizational skills.
- Ability to communicate effectively, both orally and in writing.
- Strong attention to detail.
- Experience with dictation and/or shorthand preferred.
- Strong interpersonal skills and ability to work effectively in a team environment and/or independently.
- Pleasant and flexible personality with the ability to work with diverse personalities.
- Independent judgment is required to plan, prioritize, and organize diversified workload.
- Skilled in organizing resources and establishing priorities.
- Bi-lingual preferred (English/Spanish).