What are the responsibilities and job description for the Administrative Assistant to the Deputy Chief of Operations and Infrastructure position at La Joya Independent School District?
Job Title: Administrative Assistant to the Deputy Chief Wage/Hour Status: Exempt
Of Operations and Infrastructure
Reports to: Deputy Chief of Operations and Infrastructure Pay Grade: AM-7
Dept./School: Operations and Infrastructure Initiated Date: July 2026
WHO WE ARE
La Joya Independent School District (ISD) is committed to excellence for students and our community. We have a strong, 100-year legacy in the Rio Grande Valley. The district’s vision - Educational Excellence: The Right of Every Student - conveys our urgent focus on students.
Our work is rooted in five (5) district priorities and three (3) Operational governing levers which require collaboration and deep commitment to supporting one another as we serve the school district and community.
- Customer Service
- Trust & Transparency
- High-Quality Instruction
- Excellence in Leadership
- Integrity & Accountability
- Culture of Accountability
- Equity by design
- Destination District for staff and Students
We are focused on ensuring every student in La Joya ISD has access to a high-quality, best-fit school as we work to improve from a B-district to an A-rated district. We serve more than 22,000 students in more than 30 schools and span six municipalities, covering more than 220 square miles.
WHO WE ARE LOOKING FOR
We seek a high-level administrative and operational support to the Deputy Chief of Operations and Infrastructure to ensure efficient office management, effective communication, and alignment of departmental processes with district priorities. This role supports coordination across Finance functions and contributes to a culture of service, accuracy, and accountability.
WHY LA JOYA ISD
You will be joining a district that is building on a legacy of achievement while rapidly developing systems to reach new heights in student outcomes and to improve the District's overall operational efficiency and effectiveness. You will receive intentional, targeted support in your essential role in serving the Operations and Infrastructure Department of the District. We are also a district focused on continuous improvement and rigorous analysis of the policies and procedures we have in place to ensure that the financial and business operations of the District are transparent to the public and in keeping with generally accepted accounting principles.
QUALIFICATIONS
Education/Certification:
- High school diploma or GED required
Experience:
- Minimum of five (5) years of secretarial or administrative experience
- Experience supporting executive-level leadership preferred
- Experience preparing reports, correspondence, presentations, and meeting materials.
- Experience in public education or governmental operations.
- Experience with Board agenda preparation.
- Experience providing administrative support within Operations & Infrastructure departments, with knowledge of operational processes, executive-level coordination, and departmental support functions.
- Experience with budgeting, or organizational planning preferred.
Knowledge, Skills & Abilities:
- Strong organizational and project management skills.
- Knowledge of school district operational procedures and staffing processes.
- Ability to manage multiple priorities and meet strict deadlines.
- Strong communication and interpersonal skills.
- Proficiency in Google Workspace and Microsoft Office Suite, with the ability to create, maintain, manage, and collaborate on documents, spreadsheets, presentations, calendars, electronic records, and shared drives.
- Ability to maintain confidentiality, professionalism and exercise sound judgment
- Ability to collaborate effectively across departments and leadership teams
- Ability to analyze data and prepare professional reports and presentations.
MAJOR RESPONSIBILITIES AND DUTIES
Executive Support & Office Management:
- Provide administrative support for Deputy Chief of Operations and Infrastructure daily activities.
- Coordinate departmental communications between campuses, departments, vendors, and contractors.
- Manage the development, coordination, and submission of Board agenda items, ensuring all supporting documentation is complete, accurate, compliant, and submitted within established district deadlines.
- Prepare spreadsheets, databases, and operational reports.
- Assist in coordinating emergency response documentation and departmental communications.
- Support departmental purchasing activities including requisitions, invoices, purchase orders, and payment documentation.
- Maintain departmental calendars and coordinate meetings, inspections, and site visits.
- Assist with department budget process, tracking and expenditure reports.
- Coordinate document routing for approvals and signatures.
- Participate in departmental meetings, training, and professional development.
- Support district emergency operations as assigned.
- Perform other duties as assigned by the Deputy Chief of Operations
Communication & Coordination:
- Serve as liaison between Operations and Infrastructure departments, campuses, and external stakeholders
- Ensure timely communication of deadlines, updates, and priorities
- Support cross-functional coordination to ensure alignment and follow-through
- Demonstrate responsiveness and professionalism in all communications
Financial & Operational Support
- Assist with department budget preparation and tracking
- Process purchase requests, travel forms, and reimbursements in compliance with district procedures
- Maintain documentation to support audits, compliance, and internal controls
- Support timekeeping processes (e.g., Kronos review and adjustments as needed)
- Support efficient office operations through proactive coordination and follow-through
- Contribute to strengthening internal controls, organization, and process consistency
Records & Compliance:
Maintain accurate records, databases, and documentation systems
- Ensure documentation is complete, organized, and audit-ready
- Support compliance with district procedures, timelines, and reporting requirements
- Consistent adherence to district procedures for purchasing, travel, and documentation
Customer Service & Culture:
- Provide high-quality customer service to staff, campuses, and stakeholders
- Promote a positive, professional, and solutions-oriented office environment
- Model professionalism, discretion, and responsiveness in all interactions
SUPERVISORY RESPONSIBILITIES
- None.
PERSONAL WORK RELATIONSHIPS
- All La Joya ISD employees must maintain a commitment to the District’s mission, vision, and strategic goals,
- Exhibits high professionalism, standards of conduct, and work ethic,
- Demonstrates high-quality customer service; builds rapport/relationship with the consumer,
- Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.
TRAVEL REQUIREMENTS
- Travels to school district buildings and professional meetings, as required.
PHYSICAL AND MENTAL DEMANDS, WORK HAZARDS
- Tools/Equipment Used: Standard office equipment, including computer and peripherals.
- Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
- Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
- Lifting: Occasional light lifting and carrying (less than 15 pounds).
- Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
- Attendance: Regular and punctual attendance at the worksite is required for this position.
- Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
Position Working Days:
226 Days
Position Type: Full-Time
Salary: $ Per Compensation plan
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities, and management reserves the right to revise the job description or require that other responsibilities be performed when the job changes. Additionally, the minimum level of education notated as a requirement could be supplemented by commensurate experience and/or certification(s) or license(s) as determined by the hiring manager.
Employee’s Signature: Supervisor’s Name: ______________________
Employee’s ID: Supervisor’s Signature: __________________
Date: Date: ___________________________