Administrative Assistant III (226 Days) Grant Funded

Description

• Provide comprehensive administrative and executive support to the Executive Director of Finance, Executive Director of Policy and Governance, and Executive Director of Design and Construction, including calendars, appointments,conferences, correspondence, briefings, reports, presentations, and other executive-level administrative needs.
• Coordinate leadership, construction program, governance, design review, preconstruction, construction progress, closeout, and special-event meetings; prepare agendas and supporting materials; manage meeting logistics and conference room schedules; track decisions, action items, and follow-up activities; and serve as a central point of coordination among executive leadership, district departments, construction teams, consultants, architects, engineers, contractors, vendors, and community stakeholders.
• Support administrative operations for the Construction Capital Improvements Program, including bond-funded projects, renovations, additions, and new construction; maintain program databases, project tracking systems, and document management platforms; and assist with reports, dashboards, presentations, program updates, project milestones, and executive briefings.
• Maintain organized electronic and physical project, departmental, confidential, and governance records in accordance with district procedures and records-retention requirements; coordinate distribution and tracking of contracts, amendments, change orders, meeting minutes, project reports, correspondence, drawings, specifications, submittals, RFIs, change documentation, closeout materials, warranties, final acceptance records, and other required documentation.
• Support construction budgets, expenditures, purchasing activities, financial reporting, and reconciliation; monitor purchase requisitions, purchase orders, invoices, payments, and related documentation; maintain budget and procurement records; coordinate with Purchasing, Finance, Accounts Payable, and project teams to resolve administrative issues; and support compliance with purchasing procedures, contract requirements, and audit documentation.
• Support preparation and coordination of Board of Trustees agenda items and documentation; maintain governance, policy, procedure, and program records; assist with reports and communications demonstrating transparency, accountability, and responsible stewardship of bond funds; and support internal/external audits and public information requests.
• Provide administrative coordination among architects, engineers, project managers, contractors, and consultants; track project schedules, deliverables, meetings, required documentation, project completion requirements, warranties, and final acceptance records; and support design, pre-construction, construction progress, and project closeout activities.
• Engage in on-site collaboration/interaction with department leadership, team members, customers, and stakeholders, ensuring effective communication and coordination across all organizational levels.
• Monitor and process payroll records, employee time records, leave requests, and personnel documentation; assist with employee onboarding, department communications, and administrative initiatives; order and maintain office supplies, equipment, and materials; and coordinate with vendors and Purchasing to resolve operational issues.
• Answer and route telephone calls and requests, monitor email correspondence, provide timely and accurate information regarding departmental procedures, processes, and operations, coordinate meeting logistics, and support efficient day-to-day administrative operations of the Construction Capital Improvements Program.
• Maintain confidentiality of financial, personnel, procurement, contract, and construction-related information; organize and prioritize multiple assignments; interpret and follow applicable policies, procedures, regulations, and administrative guidelines; exercise sound judgment, professionalism, initiative, and discretion; work independently and collaboratively to meet deadlines and program objectives; and perform other duties as assigned.

Qualifications

• High School Diploma or GED required.
• Associate degree in Business Administration, Office Administration, Construction Administration, or related field preferred.
• Knowledge of advanced administrative practices, office management procedures, and executive support functions.
• Knowledge of construction project terminology, procurement processes, contract administration, and capital improvement programs preferred.
• Knowledge of Texas public school district operations, Board of Trustees processes, purchasing requirements, and public records requirements preferred.
• Proficiency in Microsoft Office Suite applications, including Word, Excel, Outlook, PowerPoint, Teams, and other enterprise applications.
• Ability to prepare professional correspondence, executive briefings, reports, presentations, spreadsheets, and program documentation.
• Ability to organize and maintain large volumes of electronic and physical records.
• Ability to manage multiple deadlines and priorities while maintaining accuracy and attention to detail.
• Ability to communicate effectively with district leadership, departments, consultants, architects, engineers, contractors, vendors, and community stakeholders.
• Ability to exercise independent judgment, initiative, and discretion when handling sensitive information.
• Strong customer service, collaboration, organizational, and problem-solving skills.

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