NOTARY

WHO WE ARE:

The Roman Catholic Archdiocese of Ottawa–Cornwall is an archdiocese that includes part of the Province of Ontario and the suffragan dioceses of Hearst, Pembroke and Timmins.  On 6 May 2020, Pope Francis amalgamated the Archdiocese of Ottawa and the Diocese of Alexandria-Cornwall to create the Archdiocese of Ottawa–Cornwall.  The Archdiocese of Ottawa-Cornwall is a religious, non-for-profit organization that serves 525,387 Catholics in 127 parishes.


SUMMARY:
 
Under the direction of the Judicial Vicar, the primary duty of the Notary is to authenticate ecclesiastical documents. The incumbent is to oversee the accuracy of ecclesiastical documents and report any errors to the Judicial Vicar (JV). The Notary is the first line of contact between those seeking Nullity Cases or seeking information on Nullity cases with Ecclesiastical Tribunal. Therefore, all interactions must be done professionally and with pastoral care in mind. Due to the sensitive nature of the work, confidentiality at every stage is required.

 
RESPONSABILITIES AND TASKS:
 

1. Administrative Support

• Answer preliminary questions and provide support via phone or email.
• Collect information about the Place of Marriage, the Domicile of the Parties, Place of Witnesses, Civil Divorce Certificate, Prenuptial Investigation from the Parish where marriage was held.
• Transfer documents to the JV for preparation of the Petition.
• After consulting with JV, sends Preliminary Questionnaire (PR) to the Client. 
• Record the completed PR. 
• Sends the Petition to the Defender of the Bond for approval.
• Schedule appointments with the Petitioners as well as obtains signatures and testimonies.
• Draft decrees such as Mandate forms for Procurator/Advocate, Constitution of the Tribunal etc.
• Explains Tribunal Policy and Financial Contributions to the Parties.
• Prepares the citation letter and attach mandate for the Respondent.
• Sends citation letter to the Respondent and summons to the witnesses.
• Schedules appointments for interviews.
• Records responses of the Parties in the Acts of the Case and signs all records.
• Once the Instruction has been completed, the notary is to organize the file and transfer the Acts to the Regional Level.
• Ensures corrections are made when necessary.
• Verifies signatures of Oath Forms by Auditor, Parties and Witnesses as well as the signature of the Notary are duly recorded.
• Prepares Rogatory Letters together with Petition and Questionnaires for Parties or Witnesses whose domiciles are outside the jurisdiction.
• Oversees Acts are complete, and forwards case to the Regional Level for judging.
• Attends Rogatory requests from other Tribunals for interviews.
• Ensures constantly follow-up of the cases.

2. Auditing

• Meeting and interviewing Parties, and Witnesses.
• Typing, and proofreading the Petitions and Testimonies.
• Verifying the accuracy of the information provided before transferring transcribed testimonies to the Administrative Assistant-Notary and JV.
• Preparing various forms, such as Oath Forms, Policy, Procurators/Advocates, questions, using MS Word.
• Maintaining diligent communication with the Parties and witnesses as well as providing guidance on how to proceed.
• Preparing typed transcripts of the interviews from electronic tape recorder, transferring the interview into Express Scribe and/or Express Dictate to transcribe from audio recordings to send completed depositions/testimonies to Notary.
• Working in close collaboration with the Administrative Assistant-Notary of the Ecclesiastical Tribunal, as well as the JV.
• Under the guidance of the JV, contacting Parties or Witnesses for supplementary information.
• Ensures Confidentiality of all pertinent information is always maintained.
• Maintaining clear logs up to date.

• College or Bachelor's degree in a relevant field.
• Minimal knowledge of Canon Law an asset.
• At least 3 to 5 years’ experience in a similar positions.
• Excellent communication skills (oral and written) in both French and English.
• Excellent interpersonal skills.
• Attention to details
• Known for rigour, integrity, confidentiality and autonomy.
• Excellent knowledge of MS Office Suite.
• Knowledge of the workings of the Roman Catholic Church is an asset.
• Recent Enhanced Police Information Check processed by the Archdiocese.

• Permanent contract;
• Part-Time 24 hours per week including 30-minute lunch break.
• Overtime is paid or compensated upon prior approval;
• Extended periods of sitting;
• Casual work environment with individual workstations;
• 1209 Michael Street, Ottawa;
• Occasional telecommuting upon pre-approval of the line manager;
• Benefits after 3 months;
• Pension plan after 24-month of continuous service;
• Free parking;
• Office closure during Christmas celebrations.

How to apply

Send a cover letter and resume to: recruitment@@archottawa.ca indicating your name and the position title in the subject line.  Only candidates selected for an interview will be contacted.

NOTE

Under section 24(1)(a) of the Ontario Human Rights Code, the Archdiocese of Ottawa-Cornwall has the right to give preference in employment to Roman Catholic applicants.

Application deadline
Open until a candidate is selected