Position Type
Clerical/Receptionist/Administrative Assistant
Date Posted
5/21/2025
Location
NISD Maintenance Dept
District
Navarro ISD Additional Information: Show/Hide
Job Title: Admin Assistant - Operations & Facilities Wage/Hour Status: Non-exempt
Reports to: Director of Safety and Operations Pay Grade: CT3
Dept/School: Operations Days Employed: 226
Primary Purpose
The Operations Administrative Assistant provides comprehensive administrative and clerical support to the Operations Department of the school district. This position plays a vital role in ensuring efficient day-to-day functions related to facilities and operations, including preparation of presentations, budgeting and district calendar management. The ideal candidate is detail oriented, organized, and capable of handling multiple priorities in a fast-paced environment.
Qualifications
Education/Certification:
- High School diploma or GED Certificate
- Acceptable Criminal Background check and Fingerprinting results
- Valid Texas Driver's License
Special Knowledge/Skills
- Knowledge of school district organizations, operations and administrative policies.
- Proficient in keyboarding, word processing, and file maintenance skills.
- Proficient in preparing and maintaining accurate records.
- Excellent organization, interpersonal, verbal and written communication skills.
- Ability to use office machines, computers, computer peripherals and software programs.
- Ability to use personal computers and software to develop spreadsheets, databases and word processing documents.
- Ability to communicate effectively with the board, superintendent, staff and general public.
- Ability to deal with sensitive situations and maintain a high level of confidentiality.
- Ability to multitask and interact with staff simultaneously.
Experience
- Two years secretarial experience, preferably in a public education environment
Major Responsibilities and Duties
Administrative Support
- Serve as the primary administrative support to the Director of Operations and department staff.
- Draft, edit, and distribute internal and external correspondence, memos, and reports.
- Maintain calendars, schedule meetings, and coordinate departmental appointments.
Records and Documentation
- Maintain accurate records of maintenance requests, work orders, vendor contracts, transportation logs, and facility usage.
- File and retrieve documents according to established procedures, both electronically and in hard copy.
- Prepare and maintain department records in compliance with district policies and applicable regulations.
Communication and Coordination
- Act as a liaison between the Operations Department and school sites, district departments, and external vendors.
- Communicate effectively with maintenance staff, custodial teams, and transportation personnel to ensure timely completion of tasks.
- Respond to inquiries from staff, parents, and community members related to operational matters.
Purchasing and Budget Support
- Process purchase orders, invoices, and payment requests related to operations and maintenance.
- Manage and track department credit card purchases.
- Track department expenditures and assist with budget preparation and monitoring.
- Maintain inventory of supplies and equipment and coordinate reorders as necessary.
- Assist with ordering, research and parts procurement.
- Submit all packing slips, invoices and receipts to Accounts Payable.
Scheduling and Logistics
- Coordinate rental and use of district facilities for community events.
- Communicate with the Athletics Department for usage of all facilities.
- Maintain district facilities calendars.
- Assist in the planning and scheduling of maintenance and repair work with internal staff and external contractors.
Compliance and Safety
- Assist with documentation and monitoring of safety inspections, compliance requirements, and emergency preparedness plans.
- Help track timelines for required certifications, inspections, and renewals.
- Maintain confidentiality and security of sensitive information.
- Assist with controlled access including swipe cards, keys and alarm codes.
- Understand policy and procedures for Workers' Comp incidents
Other Duties as Assigned
- Support special projects and initiatives as directed by the Director of Operations.
- Assist with seasonal or emergency operations, including inclement weather coordination, if needed
Supervisory Responsibilities
None
Mental Demands/Physical Demands/Environmental Factors
Maintain emotional control under stress. Standing for long periods of time, walking, pushing, and pulling; moderate lifting and carrying up to 25lbs; some stooping, bending, and kneeling; limited exposure to extreme hot and cold temperatures.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Attachment(s)
- Admin Assistant - Operations & Facilities.pdf
