Admin Assistant, Operations

Job Title: Administrative Assistant, Operations Exemption Status/Test: NonexemptReports to: Chief Operating OfficerDept./School: Administration OfficeDate Revised: 12/23/2025Work Calendar: 238 Days (12M)Hourly Rate: $18.35 - $24.75 per hourPrimary Purpose:Under moderate supervision, organize and manage routine work activities for the Operations Team and Business Office. Provide clerical and administrative support to ensure efficient departmental operations, with a strong focus on Accounts Payable processes, vendor management, and financial documentation.Qualifications:Education/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient in keyboarding, data entry, word processing, and file maintenanceAbility to use software for spreadsheets, databases, and word processingStrong organizational skills with ability to prioritize workflow and meet deadlinesAbility to multi-task and manage complex administrative activitiesBasic math and financial reconciliation skillsEffective communication and interpersonal skillsKnowledge of Accounts Payable procedures preferred Experience:at least three years of secretarial or administrative experienceExperience with financial recordkeeping and vendor payment processing preferred Major Responsibilities and Duties:Financial & Accounts Payable SupportProcess and track vendor invoices, purchase orders, and payment authorizations in accordance with Tejano Center policies.Maintain accurate records of department budgets, expenditures, and reimbursements.Assist with monthly reconciliation of accounts and prepare reports for the Business Office.Administrative SupportPrepare correspondence, forms, reports, manuals, and presentations for Operations and Business Office leadership.Compile, maintain, and file all reports, records, and other documents as required.Order and maintain inventory of office supplies and equipment.Monitor and process personnel time records, including leave requests and reports, and submit per district procedures. Office CoordinationAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff.Maintain appointment schedules and assist with travel arrangements for department staff.Organize meetings and events, including preparing materials, scheduling facilities, and arranging equipment.Receive, sort, and distribute mail and other documents to department staff.Maintain confidentiality of information and follow district safety protocols and emergency procedures.Supervisory Responsibilities:NoneMental Demands/Physical Demands/Environmental Factors:Tools/Equipment: Standard office equipment including computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stress