Administrative Assistant Job at Harris County Department of Education in Houston

Overview

Administrative Assistant role at Harris County Department of Education. Provide administrative and operational support for the Choice Partners division, including office management, procurement, event assistance, financial processes, travel reconciliation, and maintaining accurate records and reports. Support leadership with calendar management, meeting documentation, and internal communications. This role requires professionalism, attention to detail, and a strong commitment to confidentiality and service.

Education/Certification

• High School diploma or GED certification
• Associate degree preferred, or equivalent work experience

Special Knowledge/Skills

• Ability to effectively utilize computers and software including Microsoft Office Suite and other software required by Division
• Ability to communicate effectively (verbal and written) using proper English grammar
• Ability to organize, prioritize and meet established deadlines, and handle multiple tasks
• Ability to maintain accurate and auditable records

Experience

• Four years in related job experience
• Experience with purchasing and/or business administration preferred

Major Responsibilities And Duties

• Serve as backup to screen and direct incoming calls to the toll-free number, while also managing incoming correspondence and assisting visitors as needed.
• Maintain stock of general office supplies for division as directed with monthly order.
• Handle facilities-related and Amazon Business requests.
• Maintain a readily accessible stock of marketing materials and literature for conferences.
• Assist in coordinating and organizing promotional materials and packets for conferences, workshops, and training events, including supporting shipping arrangements as needed.
• Prepare CEU certificates for members for training events.
• Maintain and update the monthly Awarded Contracts and Member Lists in InDesign for internal distribution and online publication.
• Serve as the point of contact with the Marketing division for publications, including newsletters, special event flyers, postcards, and magnet mail.
• Submit all purchase order requisitions and receiving documentation.
• Prepare invoices for payment approval by Budget Manager.
• Enter budget transfer requests and meet with the Assistant Director monthly to review and reconcile budget activity.
• Manage and reconcile travel arrangements, reimbursements (RTA and Travel Reimbursement),and monthly PCard reports for Senior Director and Officers assigned.
• Draft confidential correspondence and edit documents with accuracy and attention to detail.
• Take detailed notes during weekly meetings and prepare concise summaries to distribute to those in attendance.
• Maintain a positive attitude and a neat professional appearance that exemplifies confidence and professionalism.
• Maintain excellent public relations with all parties.
• Perform other duties as assigned.
• Always maintain strict confidentiality, as this position handles sensitive and confidential information.

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative

Industries

• Education Management