Job Details

Position: Front Office Recptionist FT

Date Revised: September 8, 2025

Reports to: Principal

Location: St Martin de Porres School

www.fwdioc.org

The principal duty of all employees is to assistin the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary:

The Administrative Assistant fulfills the mission of the Catholic school by providing general organizational support within the framework of the school's philosophy, organization, and policies. The Administrative Assistant serves as the assistant to the principal by supporting the administrative needs of the principal and assigned office duties. The Administrative Assistant has decision making responsibilities within essential job functions, in keeping with school policies. The position is hired and evaluated by the principal.

Principal Accountabilities:

• Supports and upholds the philosophy of Catholic education and the mission of the school
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
• Abides by the Confidentiality Policy set forth in the Diocese Employee Handbook
• Provides comprehensive secretarial duties for the principal and school office.
• Maintains current and accurate records according to school policy.
• Supports the principal in their work with the Advisory Council, personnel, facilities, vendors, and volunteers.
• Communicates effectively with those in the school community

• Supports the principal in the preparation of documents, reports, and correspondence.

• Sets target alumni-constituency advancement goals with Principal and Director of Development
• Assists students, parents, teachers, and administrators with inquiries or needs.
• Handling cash and processing payments for school activities and fees.
• Maintaining a clean and organized office environment.
• Verifies deposits
• Assist in the role of health representative.
• Answers phones, routing calls, and taking messages.
• Helps to advance St. Marin de Porre's relationships, recognition and resources with the following specific audiences through the creation of regular and communication and coordination of special events:
  • Casino Night
  • Carnival
  • Fundraising events
  • Community Outreach (Parishes without a school and Non-diocesan schools)

RECORD RETENTION RESPONSIBILTIES:

• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Securely maintains a current work process binder for each major area of responsibility.
• Secure and orderly storage of HR, volunteer, vendor, contractor, and contract records.
• Collection and presentation of applicable records in the event of an audit.

Typical Decisions and/or Recommendations Made in This Position:

Minimal decisions and/or recommendations made in this position

Supervision Given and/or Received:

Moderate supervision given/received by Principal and/or Pastor

Internal Contacts:

• Diocese Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard that requires hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic in good standing with the Catholic Church.
• High School Diploma /GED
• Previous experience preferred but not required.

Knowledge and Skills Preferred:

• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to learn custom church software.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor or Principal in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Willingness to learn and continue with personal and professional development.
• Demonstrated professional written and verbal communication skills.
• Demonstrated analytical, customer service skills and the ability to multi-task.
• Required to work some nights and weekends

FLSA Designation: Exempt, Full-time 40 hours/week, Onsite M-F 9am -5pm. Hours align with school operating hours and may include additional responsibilities such as faculty meetings, professional development, and school events.