Office of Education Administrative assistant

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Job Title:  Administrative Assistant                                    Wage/Hour Status:   Non-Exempt/Part-Time
Reports to:  Superintendent of Catholic Schools                   Ministry:  Office of Education
Date Revised:  January 12, 2026

Primary Purpose
Provides crucial, confidential support, acting as the central hub for communication, scheduling, and operations, ensuring the smooth, faith -aligned functioning of the superintendent’s office and liaison with schools, boards, and the public, all while upholding the mission and values of Catholic Education.
Qualifications
Education/Certification
High School Diploma or an equivalent combination of education and work-related experience in office management
Special Knowledge and Skills

• Catholic in good standing
• Ability to understand and apply ministry, Diocesan, and TCCB ED policies/protocol
• Ability to pass all diocesan and State criminal (fingerprints background checks. 
• Bilingual (English/Spanish) with excellent skills in oral and written communication
• Good organizational skills
• Proficient in Microsoft Office, especially Word and Excel to include other skills such as graphic, social media, web design, etc.
• Ability to maintain confidentiality of all information obtained in writing or communicated verbally

Experience
Minimum of two years’ experience in office management, preferably in the education field.
Major Responsibilities and Duties

1. Reception Duties. Greets guest to the Office of Education.  Answers, routes, and returns telephone calls with needed information and/or referrals. 
2. File/Data /Social Media Maintenance.  Maintains general office files/databases on staff with efficiency and confidentiality.  Sets up, reviews, and updates personnel data. Coordinates with Diocesan Communication Ministry to develop, plan, and schedule content for El Paso Catholic Schools website and social channels. 
3. Reports, Correspondence, and Databases.  Maintains and submits accurate office and web-based databases and diocesan reports, e.g., NCEA, TCCBED, and Diocesan Annual reports. 
4. Bookkeeping and Financial Tasks.  Assists with financial records and tasks, e.g. office accounts, prepares check request and deposits, and records (invoices, receivables, and payment related to the office, school athletic league, programs, grants, special events, and training sessions).
5. Meetings/Training/Sessions. Assists in scheduling meetings/training, reserving meeting rooms and acting as an information resource for participants.  Issues documents and certificates for trainings.  Sets up (refreshments, meeting room, materials, name tags), welcomes guests, etc., for meetings. Attends meetings and drafts written minutes. 
6. Background Check Work.  Assists the Superintendent for implementing, complying, maintaining, and reporting on Diocesan School Policies (TCCB-ED).  The position assists in monitoring schools and assuring compliance with the diocesan policies, making recommendations when needed. 
7. Other duties as assigned.

Equipment Used
            Computers, scanning systems, fax machine, copier, calculator, and other office equipment
Supervisory Responsibility
            None
Physical and Mental Job Responsibilities
            Mental Demands/Physical Demands/Environmental Factors
Maintain emotional control under stress, works with frequent interruptions.  Prolonged seating use of computers, and repetitive hand motions.           
 
Working Conditions
Flexible work schedule Monday through Friday (20 Hours) to include weekend and evening hours.
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Employee understands that he/she will be an example to the community by maintaining good standing in the Catholic Church through adherence to the laws of the Church and through practice of the Faith by living a sacramental, moral Catholic life including regular Mass attendance.