Administrative Assistant - Operations Job at Waco Independent School District in

Overview

Administrative Assistant - Operations role at Waco Independent School District. Location: Administration Building. Date Posted: 4/28/2025. Position Type: Paraprofessional/Support Staff/Administrative Assistant - Operations. Wage/Hour Status: Non Exempt/At-Will. Reports To: Assistant Director - Construction. Pay Grade/Days: 207/226. Dept./School: Operations. Date Revised: June 2024. Position is funded with the 2021 Bond Program Funds.

Primary Purpose

With general direction organize and support the work activities of the construction department and provide administrative support to the Chief of Operations & Facilities, Assistant Director of Construction and other team members.

Qualifications

Education/Certification: High school diploma, college preferred; Advanced secretarial and computer training.

Special Knowledge/Skills: Proficient skills in keyboarding, word processing, and file maintenance; Ability to use personal computer and software to develop spreadsheets and databases; Ability to organize and maintain multiple ongoing projects; Ability to work cooperatively with others; Knowledge of accounting principles and practices; Excellent organizational, communication, and interpersonal skills.

Experience: Three years administrative experience, preferably in a construction firm or architectural or engineering practice or similar environment.

Major Responsibilities and Duties

• Execute office activities to allow for proficient operations of the department including a complete and effective document management system.
• Facilitate communications both verbally and via email and other communication methods
• Support and improve department processes and procedures.
• Maintain the Program Management Information System in support of Department activities.
• Assist and support Project Managers and Assistant Project Managers with Warranty management on all projects.
• Assist with new facility occupancy process including onsite observation and support and documentation of receipt of materials
• Assist with review of project closeout and substantial completion and final completion documentation.
• Create necessary construction program reports as needed for the assistant director and presentation purposes.
• Assist in procuring and processing purchase orders and invoices.
• Assist in budget transfers and requisitions.
• Perform other duties as assigned.

Equipment used

Personal computer and printers, calculator, copier, fax, and radio communication equipment.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress, work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Fast pace, high pressure, multiple concurrent projects/deadlines, and people intensive. Moderate lifting, bending, and stooping.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative

Industries

• Administrative and Support Services

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