Administrative Assistant, Operations

TITLE: Administrative Assistant - Department STATUS: Non-Exempt REPORTS TO: Chief Operations Officer TERMS: 214 Days DEPARTMENT: Administration PAY GRADE: CL6 PRIMARY FUNCTION Work under minimal supervision to ensure the efficient, high-level operation of the Chief Operations Officer's office

and

the

departments

reporting

to

the

COO.

Serve

as

a

trusted,

confidential

extension

of

the

COO

• managing

complex

scheduling,

high-stakes

correspondence,

budget

and

procurement

oversight,

and

cross-departmental

coordination.

Exercise

independent

judgment

on

routine

and

time-sensitive

matters,

exhibiting

sound

decision-making

that

reflects

the

priorities

and

standards

of

the

COO's

office

QUALIFICATIONS Education/Certification:

High

school

diploma

or

GED

required

Associate's

degree

or

higher

in

business

administration

or

related

field

strongly

preferred

Special Knowledge/Skills:

Advanced

knowledge

of

school

district

organization,

operations,

and

administrative

policy

Ability

to

read,

interpret,

and

independently

act

on

instructions,

correspondence,

and

reports

with

minimal

direction

Ability

to

make

independent

decisions

regarding

planning,

prioritization,

and

scheduling

on

behalf

of

the

COO

Exceptional

public

relations,

communication,

and

interpersonal

skills,

including

with

the

Board,

senior

leadership,

and

the

public

Advanced

proficiency

in

Microsoft

Office

Suite,

Google

Workspace,

Frontline,

and

district

financial/purchasing

systems

Strong

data

analysis

and

spreadsheet

development

skills

Ability

to

train

and

mentor

administrative

staff

on

office

procedures

and

systems

Ability

to

manage

multiple

high-priority,

concurrent

projects

with

precision

and

discretion

Ability

to

maintain

strict

confidentiality

regarding

sensitive

district,

personnel,

and

financial

matters Page | 1

Experience:

Four

or

more

years

of

progressively

responsible

administrative/executive

support

experience,

preferably

in

a

school

district

or

public

sector

organization

Demonstrated

experience

managing

budgets,

procurement,

or

departmental

operations

preferred EVALUATION

Performance

will

be

evaluated

annually

in

accordance

with

the

Board's

policy

on

evaluation

of

personnel.

ESSENTIAL JOB FUNCTIONS:

Serve

as

the

primary

executive-level

administrative

support

to

the

Chief

Operations

Officer.

Manage

the

COO's

calendar,

schedule,

and

meeting

logistics,

exercising

independent

judgment

to

prioritize

competing

demands.

Draft,

edit,

and

finalize

correspondence,

memoranda,

reports,

and

presentations

on

behalf

of

the

COO,

often

on

sensitive

or

time-critical

matters.

Serve

as

a

liaison

between

the

COO's

office

and

department

leaders,

staff,

board

members,

and

outside

agencies.

Oversee

and

process

requisitions,

purchase

orders,

and

budget

tracking

for

the

COO's

office

and

all

departments

reporting

to

the

COO.

Monitor

account

balances,

reconcile

discrepancies,

and

coordinate

with

Finance

to

ensure

budgetary

accuracy

across

departments.

Maintain

and

organize

confidential

records,

files,

and

databases

for

the

COO's

office.

Screen

and

route

high-volume

communications,

exercising

discretion

in

determining

urgency

and

appropriate

handling.

Coordinate

complex

travel

arrangements,

conference

registrations,

and

reimbursements

for

the

COO

and

department

leadership.

Lead

coordination

of

departmental

events,

initiatives,

and

training

logistics.

Provide

guidance

and

work

direction

to

department-level

administrative

staff

as

needed.

Serve

as

the

lead

administrative

trainer

for

all

clerical/secretarial

staff

in

the

Operations

Department,

developing

and

delivering

training

on

district

systems,

procedures,

and

office

standards.

Anticipate

the

needs

of

the

COO's

office

and

proactively

resolve

issues

before

escalation.

Adhere

to

professional

and

ethical

standards

in

accordance

with

generally

accepted

community

standards

and

the

Texas

Education

Agency

Code

of

Ethics.

Maintain

confidentiality

at

all

times.

Reliable

attendance

and

punctuality.

Ability

to

work

an

occasional

flexible

schedule,

including

early

mornings,

evenings,

or

adjusted

hours,

as

needed

to

complete

time-sensitive

work.

Follow

district

safety

protocols

and

emergency

procedures.

Participate

in

staff

development

activities

to

improve

job-related

skills.

Attend

and

participate

in

staff

meetings

and

serve

on

committees

as

required.

Comply

with

policies

established

by

federal

and

state

law,

State

Board

of

Education

rule,

and

local

board

policy.

Perform

other

duties

as

assigned

by

the

Chief

Operations

Officer

and

the

Superintendent

of

Schools. Page | 2 WORK ENVIRONMENT Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion : Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 25 pounds) Mental Demands: Work with frequent interruptions; maintain emotional control under stress; exercise independent

judgment

under

pressure

Environment: Indoors including but not limited to: classroom, cafeteria, library, or other campus location.

Outdoors

(exposure

to

sun,

heat,

cold,

and

inclement

weather).

Exposure

to

noise.

May

work

prolonged

or

irregular

hours.

A

remote

location

in

the

event

of

a

declared

emergency,

temporary

closure,

or

closure.

Personal

Protective

Equipment

may

be

required.

The above statements are intended to describe major job functions of this position and are not intended to represent

an

exhaustive

list

of

all

responsibilities,

duties,

and

skills

required.

The

Superintendent

or

designee

may

assign

additional

duties

when

deemed

appropriate. Special Funding: If my position is funded by grants, federal funding, or other special funding, I understand that

my

employment

is

expressly

conditioned

on

the

availability

of

full

funding

for

the

position.

If

full

funding

becomes

unavailable

my

employment

is

subject

to

termination

or

non-renewal,

as

applicable. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements

listed

to

the

job

description

are

representative

of

the

knowledge,

skills,

ability,

and

physical

demands

required.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

job

functions. ____ _____

Employee

Signature

Date

Page | 3