Administrative Assistant - Operations & Facilities

Sylvania; Seguin, Northern (TX, KY); Hybrid; USD 38,000 - 54,000; Full time

Job summary

Sylvania seeks an Admin Assistant – Operations & Facilities to provide comprehensive administrative support to the Operations Department. The role involves calendar management, budgeting assistance, and coordination with district sites and vendors.

The ideal candidate will be detail-oriented, organized, and capable of handling multiple priorities in a fast-paced environment, with proficiency in office software and records management.

Qualifications

• High school diploma or GED required.
• Valid Texas driver’s license required.
• Two years of secretarial experience, preferably in a public education environment.
• Proficient in keyboarding, word processing, and file maintenance.

Responsibilities

• Serve as the primary administrative support to the Director of Operations and department staff.
• Draft, edit, and distribute internal and external correspondence, memos, and reports.
• Maintain calendars, schedule meetings, and coordinate departmental appointments.
• Maintain accurate records of maintenance requests, work orders, vendor contracts, transportation logs, and facility usage.
• Process purchase orders, invoices, and payment requests related to operations and maintenance; track department expenditures.
• Assist with documentation, safety inspections, and emergency preparedness plans.

Skills

Office administration

Records management

Communication

Multitasking

Confidentiality

Computer skills

Education

High School diploma or GED

Texas Driver’s License

Tools

Microsoft Office

Job description

Job Title:

Admin Assistant – Operations & Facilities

Wage/Hour Status:

Non-exempt

Reports to:

Director of Safety and Operations

Pay Grade:

CT3

Dept/School:

Operations

Days Employed:

226

Primary Purpose:

The Operations Administrative Assistant provides comprehensive administrative and clerical support to the Operations Department of the school district. This position plays a vital role in ensuring efficient day-to-day functions related to facilities and operations, including preparation of presentations, budgeting, and district calendar management. The ideal candidate is detail oriented, organized, and capable of handling multiple priorities in a fast-paced environment.

Qualifications:

Education/Certification:

• High School diploma or GED Certificate
• Valid Texas Driver’s License

Special Knowledge/Skills:

• Knowledge of school district organizations, operations and administrative policies.
• Proficient in keyboarding, word processing, and file maintenance skills.
• Proficient in preparing and maintaining accurate records.
• Excellent organization, interpersonal, verbal and written communication skills.
• Ability to use office machines, computers, computer peripherals and software programs.
• Ability to use personal computers and software to develop spreadsheets, databases and word processing documents.
• Ability to communicate effectively with the board, superintendent, staff and general public.
• Ability to deal with sensitive situations and maintain a high level of confidentiality.
• Ability to multitask and interact with staff simultaneously.

Experience:

• Two years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Administrative Support

1. Serve as the primary administrative support to the Director of Operations and department staff.
2. Draft, edit, and distribute internal and external correspondence, memos, and reports
3. Maintain calendars, schedule meetings, and coordinate departmental appointments.

Records and Documentation

1. Maintain accurate records of maintenance requests, work orders, vendor contracts, transportation logs, and facility usage.
2. File and retrieve documents according to established procedures, both electronically and in hard copy.
3. Prepare and maintain department records in compliance with district policies and applicable regulations.

Communication and Coordination

1. Act as a liaison between the Operations Department and school sites, district departments, and external vendors.
2. Communicate effectively with maintenance staff, custodial teams, and transportation personnel to ensure timely completion of tasks.
3. Respond to inquiries from staff, parents, and community members related to operational matters.

Purchasing and Budget Support

1. Process purchase orders, invoices, and payment requests related to operations and maintenance.
2. Manage and track department credit card purchases.
3. Track department expenditures and assist with budget preparation and monitoring.
4. Maintain inventory of supplies and equipment and coordinate reorders as necessary.
5. Assist with ordering, research and parts procurement.
6. Submit all packing slips, invoices and receipts to Accounts Payable.

Scheduling and Logistics

1. Coordinate rental and use of district facilities for community events.
2. Communicate with the Athletics Department for usage of all facilities.
3. Maintain district facilities calendars.
4. Assist in the planning and scheduling of maintenance and repair work with internal staff and external contractors.

Compliance and Safety

1. Assist with documentation and monitoring of safety inspections, compliance requirements, and emergency preparedness plans.
2. Help track timelines for required certifications, inspections, and renewals
3. Maintain confidentiality and security of sensitive information
4. Assist with controlled access including swipe cards, keys and alarm codes
5. Understand policy and procedures for Workers’ Comp incidents

Other Duties as Assigned

1. Support special projects and initiatives as directed by the Director of Operations.
2. Assist with seasonal or emergency operations, including inclement weather coordination, if needed.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Standing for long periods of time, walking, pushing, and pulling; moderate lifting and carrying up to 25lbs; some stooping, bending, and kneeling; limited exposure to extreme hot and cold temperatures.