Admin Assistant, Operations

Administrative Assistant, Operations

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 GED
• Special Knowledge/Skills: Proficient in keyboarding, data entry, word processing, and file maintenance
• Ability to use software for spreadsheets, databases, and word processing
• Strong organizational skills with ability to prioritize workflow and meet deadlines
• Ability to multi-task and manage complex administrative activities
• Basic math and financial reconciliation skills
• Effective communication and interpersonal skills
• Knowledge of Accounts Payable procedures preferred
• Experience: at least three years of secretarial or administrative experience
• Experience with financial recordkeeping and vendor payment processing preferred

Major Responsibilities and Duties:

• Financial & Accounts Payable Support: Process 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 Support: Prepare 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 Coordination: Answer 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: None

  Mental Demands/Physical Demands/Environmental Factors:

  • Tools/Equipment: Standard office equipment including computer and peripherals
  • Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
  • Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
  • Lifting: Occasional light lifting and carrying (less than 15 pounds)
  • Environment: May work prolonged or irregular hours; occasional districtwide travel
  • Mental Demands: Work with frequent interruptions; maintain emotional control under stress