Job Description

 

Primary Functions and Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

• Demonstrate outstanding focus, productivity, proactive initiative, professionalism, and careful attention to detail.
• Exhibit strong problem-solving skills and the ability to identify opportunities for innovative solutions
• Coordinate assigned special projects which may be on-going or short-term and which require supervision, planning, coordination and attention to detail
• Offer support and coordination of District programs and initiatives, including event planning, execution, and on-site coordination
• Develop a work method that results in completion of all assigned tasks, delivery of quality results, and delivery of a high level of service
• Demonstrate exemplary customer service and professionalism at all times
• Supervise and mentor members of the Administrative Services Team

Provide coordination and support for, but not limited to, the following administrative functions:

• Travel Coordination by obtaining approvals, and processing flight, hotel, car rental, conference registration, per diem and expense reimbursement for select staff
• Manage Procurement Card transactions for designated staff, including timely processing and reconciliation to ensure compliance with monthly deadlines.
• Provide ongoing clerical and project-based support, including data entry, reporting, and general administrative tasks as needed.
• Oversee office operations, including managing special orders, supply requests, and other miscellaneous needs to ensure a well-equipped and efficient work environment.
• Coordinate the accounts payable process for designated departments, ensuring accurate invoice and contract release payments while meeting all processing deadlines.
• Support designated departments with budget administration as assigned, including reporting and entry
• Coordinate meeting logistics, including scheduling, preparation of materials, technology setup, and follow-up to ensure smooth and efficient execution.
• Provide support to Administrative Services team as assigned: including, but not limited to, ordering supplies, answering phones, greeting/assisting guests, process incoming mail and checks, courier services and meeting/catering setups
• Maintain familiarity with strategic District levels of service
• Continuous improvement monitoring and innovation efforts
• Perform other duties as required

Required Experience:

• Four (4) years of administrative professional experience plus a minimum of two years demonstrating proficiency in a specialized administrative support function, specifically involving coordination of tasks, activities, resources, or communications across teams or departments
• Proficiency in MS Office products such as Word, Excel, and other database applications
• Excellent communication skills including phone and email etiquette
• Must be flexible, personal, positive and cooperative
• Solid work ethic, attention to detail, initiative and resourcefulness
• Must be able to prioritize duties
• SharePoint Experience

Desired Experience:

•  Five (5) or more years of administrative professional experience
• Advanced Excel experience
• Budgeting reporting experience
• Experience with Travel Coordination and program administration

Required Education/Certification/License:

• Bachelor’s Degree or High School Diploma/GED plus 4 years of business/logistics coordination or similar experience
• Valid Texas driver’s license

Desired Education/Certification/License:       

• Notary

Success Factors/Job Competencies:

• Dependability – reliable in attendance, punctuality and trustworthy in word and action
• Detail oriented – conscious effort to focus on impactful specifics 
• Organization – plans, implements and follows up on multiple projects and reports
• Initiative – identifies problems, recommends solutions and implements new processes
• Time Management – prioritizes tasks as needed to complete on time
• Comprehension – understands information verbally and in written form
• Writing – compose e-mails, letters, etc. using correct spelling and grammar
• Communication – uses verbal and written tools effectively
• Support – maintains a strong customer service ethic in all interactions

Physical Demands and Work Environment

 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear.  Employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional field work that will expose the employee to weather conditions prevalent at the time.