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Job Description
| POSITION TITLE: | Bilingual Legal Secretary / Notary |
| DEPARTMENT: | Tribunal |
| REPORTS TO: | Judicial Vicar |
| EFFECTIVE DATE: | October 1, 2025 |
| CLASSIFICATION: | Regular, Part-Time, Non-Exempt |
| HOURS PER WEEK: | 24 |
POSITION SUMMARY
The Bilingual Legal Secretary / Notary provides clerical and administrative support to the judges of the Tribunal of the Archdiocese of Omaha. The legal sphere of this position is that of canon law (the legal system of the Catholic Church). Prior knowledge of canon law is not a prerequisite, but the individual will be expected to learn and assist the judges in carrying out various canonical processes, especially those related to the processing of petitions for the annulment of marriages.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Answer incoming phone calls into the Tribunal from parties to cases, witnesses, priests, and others, responding to inquiries about trial processes/taking messages.
- Prepare case paperwork and letters in both English and Spanish as needed by Tribunal Judges for various types of tribunal cases.
- Serve in canonical roles of “auditor” and “notary” to assist the judges in gathering information and testimony for formal marriage annulment cases.
- Prepare and send appeal cases to the Court of Second Instance.
- Schedule various types of meetings and assist with calendar management for the Tribunal staff.
- Handle IT set-up for Tribunal meetings.
- Move, annually, files from the Tribunal library to the archives.
- Update file drawers and labels in the Tribunal.
- Work with IT department on transition to new Tribunal database system.
- Scan and copy files.
- Translate English/Spanish documents.
- Transcribe verbal or recorded interviews.
- Other office duties as assigned by the Judicial Vicar or the judges.
KNOWLEDGE, SKILLS, AND ABILITIES
- Fluent in both Spanish and English (reading and writing).
- Discretion and ability to keep knowledge gained from work in strict confidence.
- Excellent organization and priority-setting abilities, as well as a high level of attention to detail.
- Ability to compose professional letters, excellent typing skills, proficient in Microsoft Word, Microsoft Excel, Microsoft Outlook and the ability to operate basic office equipment.
EDUCATION AND EXPERIENCE
- Active, practicing Catholic in full communion with the Catholic Church, with a demonstrated commitment to the mission and teachings of the Church.
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree in Business or a related field preferred.
- Bilingual in both English and Spanish required.
- Applicable administrative experience required.
- Experience as a legal secretary and / or notary preferred.
- Hold a current Nebraska Notary Public License or have the ability to obtain one in the required timeframe required.
WORKING CONDITIONS:
- Routine office environment; ADA-accessible building.
TRAVEL REQUIREMENTS
- N/A
ORGANIZATIONAL RESPONSIBILITY
Employees of the of the Archdiocese of Omaha will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based organization and adhere to the policies of the Archdiocese of Omaha. Employees will not publicly oppose the teachings of the Catholic faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Omaha or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.
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