Administrative Assistant to the Executive of Maintenance & Operations

Job Title: Administrative Assistant to Executive Director                 Wage/Hour Status: Non-Exempt

of Operations and Campus Maintenance

Reports to: Executive Director for Operations                                      Pay Grade 06: Administrative     and Campus Maintenance                                                                                    Support Pay Plan Job Grade CT06                                                                                                                             

Dept./School: Operations and Campus Maintenance                       Initiated Date: June 2026

District Primary Purpose:
To assist and promote La Joya ISD by providing comprehensive administrative, organizational, and operational support that promotes efficient business practices, effective communication, and exceptional customer service while contributing to student success through the effective operation of district facilities and services.

Department Primary Purpose:
Provide high-level administrative support to the Executive Director of Operations & Campus Maintenance by coordinating daily office operations, managing communications, assisting with maintenance and operational initiatives, preparing reports and presentations, coordinating Board agenda items, maintaining records, and supporting departmental projects to ensure efficient and effective operations across all campuses and district facilities.

Education/Certification Qualifications:

Required:

• High School Diploma or GED.
• Office Administration, Public Administration, or related field preferred.
• Bilingual (English/Spanish)
• Valid Texas Driver License.

Experience:

Required:

• Minimum of three (3) years of progressively responsible administrative assistant or executive-level secretarial experience.
• Experience supporting executive-level administrators.
• Experience preparing reports, correspondence, presentations, and meeting materials.

Preferred:

• Experience in public education or governmental operations.
• Experience with Board agenda preparation.
• Experience working with maintenance, facilities, operations, or construction departments.
• Experience with budgeting, or organizational planning preferred.

Special Knowledge/Skills

• 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 and professionalism
• Ability to collaborate effectively across departments and leadership teams

• Ability to analyze data and prepare professional reports and presentations.

Major Responsibilities and Duties:

Operations & Maintenance Support

• Provide administrative support for daily Operations and Campus Maintenance activities.
• Coordinate departmental communications between campuses, departments, vendors, and contractors.
• Assist with work order tracking and project documentation.
• Maintain records related to maintenance projects, preventive maintenance schedules, contracts, and operational reports.
• 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 Executive Director of Operations & Campus Maintenance.

Working Conditions:

Mental Demands

• Maintain emotional control under pressure.
• Work with frequent interruptions.
• Meet multiple deadlines.
• Maintain confidentiality.
• Exercise independent judgment.

Physical Demands

• Prolonged sitting and computer work.
• Frequent standing, walking, reaching, bending, and lifting of office materials up to 25 pounds.
• Occasional travel between district facilities.

Position Working Days:
226 Days

Position Type: Full-Time
Salary: $     Per Year

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: ___________________________