Roman Catholic Archdiocese Of Detroit
BASIC FUNCTION OF POSITION
Responsible for the clerical administration of the office including confidential preparation, coordination, disposition and updating of files, documents, reports and general correspondence. Includes the processing and final disposition of construction contracts, leases, land contracts, property taxes and sales or purchases of property. Interfaces with contractors, landlord, and others concerning Central Services building matters.
ESSENTIAL DUTIES AND TASKS REQUIRED BY THIS JOB
•Provides administrative support to Archdiocesan Directors of Properties, Buildings, and Associate
Director of Real Estate.
•Holds file management responsibilities for maintaining all hard copy, electronic, and archival files, documents, calendars, and correspondence.
•Prepares, maintains and updates real estate files and information, historical data reports, property research, and information regarding leases, sales, and construction projects including hard copy and electronic system.
•Answers heavy volume of telephone calls and correspondence in a friendly, yet businesslike manner.
•Processes incoming/outgoing correspondence and coordinates requirements for office supplies.
•Coordinates meetings for the Real Estate Office including greeting others in a host-like manner.
•Prepares and processes legal documents, check requests, accompanying correspondence, and other related documents as directed. Maintains standard form real estate and construction documents, and types and formats documents and letters.
•Monitors the terms of purchase and sale agreements and notifies associate director/director when payments become delinquent or will come due. Assists in preparing documents for foreclosure or eviction where needed.
•Reviews property tax payments to verify accuracy of property description and proprietary of assessment and processes property tax notices and correspondence to parishes. Also updates legal descriptions and tax requirements resulting from lot splits.
•Manages building leases to determine their terms, i.e., payment schedules renewals, capital requirement, etc. Notifies the associate director/director of delinquencies and follows up on disposition.
•Processes and updates files relating to tenant insurance certificates and contacts tenants as required.
•Processes property data descriptions (area, aerials, etc.).
•Reviews zoning notices (civil and public) and determine the appropriate person to receive them.
•Reviews legal summons and prepares supporting documents for the associate director/director.
•Communicates with insurance agency (Gallagher Bassett, MCC) regarding insurance claims or issues and notifies of any changes in property assessments.
•Updates Smartsheet with relevant construction contract information and updates and maintains log of project payments.
•Reviews and maintains building maintenance log and landlord’s maintenance request software, and works with Archdiocesan staff, contractors, landlord and third parties to resolve building maintenance issues.
•Perform related tasks that may be assigned from time to time.
•Willingness to explore and identify opportunities for the Real Estate Office to provide support to those of our Central Services co-workers who closely participate in the work of the New Evangelization, principally through the vision of Archbishop Vigneron’s 2017 Pastoral Letter
Unleash the Gospel
Experience in administrative support regarding legal, construction and/or real estate transactions is preferred and three years secretarial experience is required. Must be detail oriented, efficient, and organized; communicate well with both written and oral skills, able to type 45 WPM accurately; effective in all office tasks and be a courier of various documents. Must be proficient in use of personal computers, with specific knowledge of Microsoft Word, Outlook, Excel, Smartsheet and Google Earth programs and applications. Must be willing to take an Oath of Confidentiality and be able to maintain strict confidentiality handling highly sensitive material. Must also be willing to be commissioned as a notary public. Must have transportation and be willing to work flexible hours if necessary. Must have strong customer service skills, ability to work effectively with other people and to perform effectively while interfacing with others in a professional manner.
The Archdiocese of Detroit is an equal opportunity employer that does not illegally discriminate on the basis of race, color, religion, national origin, sex, age, disability, height, weight, genetic information, marital or other legally protected status.
Roman Catholic Archdiocese Of Detroit
Website : http://www.aodonline.org/
Although not formally established as a diocese until March 8, 1833, Detroit's Catholic history dates back to 1701 when Antoine de la Mothe Cadillac led a group of French traders, accompanied by two priests, to the banks of the Detroit River.