Canonical Office Assistant

Job Description

A Canonical Office Assistant provides practical and administrative support to the Tribunal, assisting the Ecclesiastical Notaries and the Judicial Vicar in the handling of cases and daily operations. The role involves participation in case processing from initial intake through conclusion, including case documentation, data entry, bilingual correspondence and letter preparation, scanning, editing templates, and maintaining accurate records. The position also includes welcoming visitors, organizing and supporting Tribunal events, and addressing general office needs as they arise to ensure the efficient functioning of the Tribunal.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Processing of Assigned Cases
• Prepare documentation and correspondence for Tribunal cases
• Facilitate communication with those involved in First Instance, Second Instance, and Privilege cases
• Print, scan, and organize case files; upload documents to CaseMaster and other systems
• Enter, review, and update case information to ensure accuracy and procedural integrity
• Maintain inventory of office supplies and receivables
• Uphold strict confidentiality and impartiality in accordance with canonical and civil norms
• Handle multilingual communications, especially in English, Spanish, and Portuguese
• Create and edit document templates as needed
• Support Court Expert processes, including correspondence and incorporation of reports into case files
• Assist in organizing and supporting Tribunal events and training programs
• Perform other duties as required for the daily operation of the Tribunal

2. Specific Areas of Assigned Responsibility

• Assist the Ecclesiastical Notaries with petitions submitted to the Tribunal, including Lack of Form cases, Pauline and Petrine Privileges, and Second Instance appeals
• Process invoices and manage Tribunal accounts related to purchases, providing regular financial reports
• Ensure proper submission of documentation, track case progress, and maintain timely communication, system updates, and adherence to procedural timelines
• Maintain continuous inventory of office supplies and receivables
• Manage daily mail operations, including incoming and outgoing correspondence, distribution, scanning, and uploading to the CaseMaster system
• Maintain and update case tracking in Asana system, particularly for cases pending party decisions regarding promulgation or appeal to higher instances
3. Administration and Office Support
• greet Tribunal visitors, answer phone calls when requested, respond to mail and e-mail
• retrieve and distribute mail, directing any case-specific inquires to the Judicial Vicar
• support the organization of staff meetings and other Tribunal events
• assist with review of forms, procedural documents, Tribunal website, and formal communications
• support the educational and pastoral outreach programs, including contacting pastors and parishes, preparing training materials, compiling attendance records, and issuing certificates
• assist with other duties as assigned to support the efficient operation of the Tribunal
WORK ENVIRONMENT: Canonical Office Assistant is an on-site position, 30 hours per week.
QUALIFICATIONS
• Current college student and/or prior experience in a professional office environment, with references
• Excellent written and oral communication skills in English and Spanish; knowledge of Portuguese is desirable
• Proficiency in Microsoft Outlook, Word, and Excel required; PowerPoint preferred
• Strong service orientation with demonstrated ability to handle sensitive and highly confidential matters
• Highly organized, able to manage multiple tasks, and capable of working collaboratively in a professional setting
• Practicing Catholic in good standing, recognized for integrity and prudence, and committed to supporting the mission of the Roman Catholic Church and its canonical norms concerning marriage
• Proficiency with internet-based systems and the ability to navigate and use web-based platforms effectively
PHYSICAL PERFORMANCE ELEMENTS
• ability to use a computer keyboard for up to 8 hours/day
• ability to sit for up to 8 hours/day
• ability to lift up to 20 pounds
Salary - $25/hour

To apply please send a resume and cover letter to HR_Staffing@rcab.org.

The duties and requirements described above are representative of those encountered during performance of the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

About the Employer

The Archdiocese of Boston is the fourth largest archdiocese in the United States and is the spiritual home for more than 1.8 million Catholics. Since July 2003, Cardinal Sean P. O'Malley, OFM Cap., has led the Archdiocese through unprecedented events with a focus on healing and rebuilding the local Church.