Department Administrative Associate — Operations & Records

Education Service Center Region 12; Woodway (TX); On-site; USD 33,000 - 42,000; Full time

Job summary

Education Service Center Region 12 in Woodway, Texas is seeking a Department Assistant to support the Business Office with administrative, operational, and financial tasks. The role involves coordinating records, purchasing, travel, meetings, and other department processes to ensure smooth daily operations.

The ideal candidate will have a high school diploma and at least one year of related experience, strong organizational skills, and proficiency with standard office software.

Qualifications

• High school diploma or equivalent required.
• One year of administrative, clerical, customer service, program support, or related experience required.
• Knowledge of general office practices, procedures, and records management.
• Knowledge of basic purchasing, travel, and financial processing procedures.
• Ability to perform department-specific administrative processes using established procedures.
• Ability to maintain accurate records, reports, files, and supporting documentation.
• Ability to use standard office software, databases, and department-specific systems.
• Ability to enter, review, and maintain data accurately.
• Ability to coordinate meetings, sessions, events, and related logistics.
• Ability to proofread documents and communications for accuracy and clarity.
• Ability to handle confidential or sensitive information appropriately.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple assignments and meet established deadlines.
• Excellent written, verbal, interpersonal, and customer service skills.
• Ability to work independently within established procedures and collaborate effectively with others.
• Ability to work collaboratively and support continuous improvement through Quality Management System (QMS) initiatives.

Responsibilities

• Provide administrative support based on the operational needs of the assigned department or division.
• Provide day-to-day administrative support to assigned directors, administrators, specialists, and department staff.
• Maintain calendars and coordinate scheduling for meetings, site visits, consultations, training sessions, and other departmental activities.
• Maintain departmental records, files, reports, databases, and other documentation.
• Enter, track, review, update, and maintain departmental data and information using organizational and department-specific systems.
• Prepare, process, track, and maintain purchase orders, invoices, contracts, travel documentation, budget-related records, and other assigned financial or administrative documents.
• Coordinate travel arrangements and maintain related documentation as assigned.
• Assist with time, leave, attendance, or other departmental records as assigned.
• Coordinate meeting, training, workshop, session, conference, and event logistics, including registration, attendance, materials, room arrangements, and closeout activities.
• Respond to telephone, email, in-person, and other customer inquiries and route requests to appropriate staff.
• Greet and assist visitors, participants, and other internal and external customers.
• Prepare, proofread, format, distribute, and maintain departmental communications, presentations, materials, and other documents.
• Perform department-specific administrative and program support processes requiring specialized training, including assigned reporting, documentation, data tracking, and system maintenance.
• Assist department staff with routine operational, program, purchasing, reporting, and records-related needs.
• Maintain confidentiality and safeguard sensitive organizational and customer information.
• Participate in professional development activities as required to maintain relevant knowledge and skills.
• A collaborative team player committed to fostering a positive workplace culture and driving continuous improvement through the implementation of Quality Management System (QMS) initiatives.
• Perform other duties as assigned.

Skills

Office procedures

Records management

Purchasing

Travel coordination

Data entry

Meeting logistics

Proofreading

Confidentiality

Organization

Time management

Attention to detail

Interpersonal skills

Customer service

QMS initiatives

Education

High school diploma or equivalent

One year administrative/clerical experience

Job description

Education Service Center Region 12 in Woodway, Texas is seeking a Department Assistant to support the Business Office with administrative, operational, and financial tasks. The role involves coordinating records, purchasing, travel, meetings, and other department processes to ensure smooth daily operations.

The ideal candidate will have a high school diploma and at least one year of related experience, strong organizational skills, and proficiency with standard office software.