Diocese of Oakland Job Description Administrative Assistant to the Chancellor and Victims Assistance Coordinator Title: Administrative Assistant to the Chancellor and Victims Assistance Coordinator - Office of the Division: Bishop Chancellor Department: Office of the Bishop Reports To: Chancellor Classification: N - 9 Full -Time Duties and Responsibilities Administrative Support – Office of the Chancellor · Provide administrative support to the Office of the Chancellor. · Deal with all levels of internal and external communication of the Office of the Chancellor · Draft, edit, and/or type notes and correspondence for the Office of the Chancellor. · Transcribe drafted correspondence in a timely manner. · Prepare 501(c)3 packets for entities falling under the Group Ruling. · Act as point person for additions to Chancellor’s calendar. · Appointed custodian of the official Diocesan Seal. · Assist with application process for inclusion of new listings in the Official Catholic Directory. · Order medal, prepare certificate, and maintain data base for Diocesan Medal of Merit recipients. · Prepare, record, and distribute ordination certificates for diocesan priests and transitional deacons. · Prepare clergy correspondence Ø Assignment letters for priests and permanent deacons Ø Celebret Cards for priests Ø Good standing letters for priests Ø Cruise Chaplain letters of good standing for priests Ø Confirmation faculties letters · Prepare letters of good standing for endorsed lay members of the Diocese of Oakland. · Assemble all documentation required for extern/religious order priests requesting residence/faculties in the Diocese of Oakland. Ø Advise of fingerprinting and safe environment training requirements. Ø Prepare case statement and supporting documents for Chancellor’s recommendation to grant faculties. Ø Forward executed case statement to Vicar General for approval. Ø Forward approved packet to Canon Law. Ø Monitor and update expired faculties and documentation . · · Process incoming letters of good standing for temporary ministry in the Diocese of Oakland Ø Verify and, if needed, investigate origin. Ø Translate (when needed). December 2018 Ø Check against suspect clergy data base. Ø Check Diocese of Oakland records for prior ministry (CDB current and out; faculties; LGS spreadsheet). Ø Submit to Chancellor for approval. Ø Notify location authority Ø Maintain both electronic file and hard files Administrative Support – Victims Assistance Coordinator (VAC) · Provide administrative support for the Victims Assistance Coordinator, Diocesan Review Board (DRB) and bi-monthly support group, No More Secrets (NMS): · Maintain roster (DRB) · Schedule meetings and meeting space. (DRB) · Send meeting reminders and other pertinent communication. (DRB/NMS) · Maintain Voice/El Heraldo advertisement (NMS) · Prepare agendas, briefs, and materials for meetings. (DRB) · Provide hospitality for meetings. (DRB) · Maintain meeting records (agenda, meeting materials) of the Diocesan Review Board.(DRB) · Maintain files of Diocesan activities pertaining to the implementation of the Bishop’s Charter for the Protection of Children and Young People. · Maintain documentation as directed by the VAC to build case records for any allegation of sexual misconduct toward an adult or minor by any diocesan employee or clergy member which is sent to the DRB for review. · Maintain lawsuit records resulting from allegations of any sexual misconduct toward an adult or minor by any diocesan employee or clergy member as directed by the VAC. Additional Administrative Support · Provide administrative support to the Presbyteral Council: · Maintain roster · Archive minutes, meeting materials and other pertinent documents as provided by the Council · Provide administrative support for the biennial Presbyteral Council elections Ø Prepare, distribute, and collect nomination and voting ballots. Ø Tabulate and announce results. Ø Prepare ministry letters. · Provide backup support for Administrative Assistants to the Vicar General and the Office of the Bishop. December 2018 Recordkeeping · Organize and maintain both hard file and computer based administrative records. · Archive Separation Agreements as forwarded from Human Resources · Update, maintain, and coordinate both hard file and computer-based records on all priests who serve or have served in the Diocese of Oakland · Priests with faculties currently living and/or working in the diocese (Clergy Data Base) · Priests living outside the diocese doing regular, occasional ministry o Verify fingerprinting in the Diocese of Oakland o Verify safe environment training within the last three years o Garner letter of Good Standing from Bishop or Major Superior every three years Ø Priests in residence without faculties (as per reported presence or Religious Order census notification) · Visiting priests doing temporary ministry for less than 30 days · Retired incardinated priests · Deceased incardinated priests · Priests who have served in and subsequently left the diocese · Sensitive issues priest files · Suspect clergy list · Maintain official book of ordinations. · Create and maintain other databases as information needs arise. Periodic Publications / Audits / Reports · Assist with preparation of statistical and informational reports and publications. Ø Annual and mid-term updates for the PJ Kenedy and Sons Publication of the Official Catholic Directory (OCD) o Collect and enter Curia updates o Follow up with all entities listed in the OCD for completion of on-line updates. o Review all on-line updates, correct as necessary and, in collaboration with the Chancellor, approve all updates for publication. o Update Clergy Data Base and Religious Order census based on OCD updates o o Compile statistics, complete Statistical Overview Report, and submit to publisher. Ø Annual update for the Ordo (JS Paluch) Ø Annual General Statistical Questionnaire (Annuario Pontificio) o Collect data, prepare, and submit report. Ø Quinquennial Report o Compile submissions, publish, and submit report. Ø Annual update for the Diocesan Directory (The Catholic Voice) o Provide updated information regarding newly ordained priests, retired priests, deceased priests and deacons, priests outside the diocese, priests on leave, the Presbyteral Council roster, and honors to laity and religious. · Compile documentation and create reports for the annual USCCB Safe Environment Compliance data collection audit. December 2018 · Compile documentation and create reports and supporting materials for the triennial USCCB Safe Environment Compliance on-site audit. · Collect, prepare and submit data for the annual Center for Applied Research in the Apostolate Survey of Allegations and Costs (CARA) report. · Gather other statistical data as requested from various outside agencies. Immigration Support · Act as liaison between the diocese and diocesan immigration counsel, Catholic Legal Immigration Services, Inc. (CLINIC). · Assemble all documents from beneficiaries and other involved entities (finance, parish, etc.) required for petitions and applications (I-129, I-360, I-485) and visas as requested for international priests sponsored by the Diocese of Oakland · Work with CLINIC to prepare petition and application packets and forward to the USCIS for processing · Create invoice of expenses for petitions/applications/visas filed for international priests sponsored by the Diocese of Oakland and forward to finance for billing and collection · Maintain immigration records for international priests sponsored by the Diocese of Oakland · Collect and maintain immigration information and documents from international extern priests working/having faculties in the Diocese of Oakland. · . · Collect and track data in response to petition/application requirements as well as for other inquiries from the State Department, Homeland Security. Fiscal Responsibilities · Prepare payment requests for counseling services for victims of clergy sexual abuse. · Prepare requests for payment and/or reimbursement for Chancellor Office expenses. · Order supplies for the Office of the Chancellor. · Maintain a petty cash fund. Education and Experience · At least three years administrative support experience. · Graduation from a business college or related vocational program preferred. Skills and Abilities · Excellent written and verbal communication skills with proficiency in writing correspondence in English and Spanish · Computer literacy and high level of competence in Windows and Microsoft 2010 applications including Microsoft Publisher. · Good judgment; sense of discretion, strong respect for confidentiality and strong attention to detail December 2018 · Exhibits a high level of compassion and patience when dealing with callers and visitors; directs, screens, and answers calls and emails to proper person within the Office or other offices. · Initiative, flexibility, prioritizes time sensitive tasks and a positive attitude. · California driver’s license, with good driving record, preferred. · Practicing Roman Catholic in good standing with the Church · Respect for the values of the Diocese of Oakland. Please submit letter of intent and resume to: Gloria Espinoza at [email protected] Position open until filled. First review of applications: November 15, 2019 December 2018 .