Accounting, Administrative Skills, Billing, Bookkeeping, Budgeting, Business Operations, Calendar Management, Communication Skills, Construction Projects, Data Entry, Database Programming, Emergency Procedures, Emergency Services, English Language, Establish Priorities, File Maintenance, Food Services, High School Diploma, Interpersonal Skills, Maintenance - HVAC, Multitasking, Office Equipment, Order Supplies, Peripheral Hardware, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Preventative Maintenance, Protective Services, Purchase Orders, Purchasing/Procurement, Record Keeping, Request for Proposals (RFP), Spreadsheets, Student Services, Word Processing, Workplace Issues, Writing Skills
id='p884_'>Administrative Assistant: Operations JobID: 884
Position Type:
Maintenance/Secretary
Date Posted:
6/16/2026
Location:
Business and Operations
Date Available:
07/20/2026
Closing Date:
07/20/2026
Additional Information: Show/Hide
Job Title: Administrative Assistant - Operations
Exemption Status/Test: Nonexempt
Reports to: Executive Director of Operations and Student Services
Dept./School: Operations
Primary Purpose:
Under minimal supervision, organize and conduct the routine work activities of the Operations Department. Provide clerical services to the Directors of the Transportation, Maintenance, Police, and Food Service Departments, including the Executive Director of Operations.
Qualifications:
Education/Certification:
- High school diploma or GED
Special Knowledge/Skills:
- Proficient keyboarding, data entry, word processing, and file maintenance skills
- Knowledge of correct English usage, grammar, spelling, and punctuation
- Knowledge of basic bookkeeping principles
- Ability to use software to develop spreadsheets, databases, and do word processing
- Ability to prioritize workflow to address the multiple needs of the supervisor or department
- Ability to maintain accurate and auditable records
- Ability to multi-task numerous complex administrative activities
- Ability to follow verbal and written instructions
- Effective organizational, communication, and interpersonal skills
Experience:
- 2 years secretarial experience, preferably in public education environment preferred
Salary Information:
- Paygrade: H5 ($19.75- $26.25)
- Days: 210
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare correspondence, memorandums, forms, requisitions, and reports for the directors and other Operations Department staff.
- Receive and process work orders and requests for emergency service.
- Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records.
- Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders.
- Compile, maintain and file all reports, records and other documents as required including police reports and PD purchase orders.
- Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.
- Assist with submissions of requisitions for parts and material quotes, track shipments and noting items when received.
- Maintain an after-hours/weekend calendar: custodial, BAS (HVAC), security services.
- Assist with Maintenance Department preventive calendar and inspection scheduling.
- Assist with drafting of procurement documents, such as, RFP, RFQ and Board Action Sheets.
- Oversee employee timesheets for accuracy and communicate any issue to employee and supervisor. Compile information and submit to central office according to procedures and deadlines.
Phones
- Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.
Accounting
Assist with Construction project Purchase Orders.
Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.
- Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
- Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.
Other
- Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
- Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress; work with frequent interruptions
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Sealy ISD does not discriminate on the basis of race, color, national origin, sex, or disability in its programs or activities and provides equal access to the Boy Scouts and other designated youth groups.