Administrative Assistant – District Operations

Administrative Assistant – District Operations

Job

• Position Type:
  Supporting - Administrative Associates/ Administrative Assistant
• Date Posted: 4/28/2026
• Location:
  
  District Service Center
• Closing Date: 05/12/2026

Reports to:

Manager III – Business Operations
PC#: 23321, 23598
Pay Grade: 704
Duty Days: 239
Salary Range: $39,674 – $47,800
FLSA Status:
Non-Exempt

Assists in planning and completing purchasing of products/services for the Operations Division, including processing Purchase Card (P-Card) transactions and auditing statements. Assists with acquiring resources within budget and facilitating communication between FWISD and vendors in order to deliver products/services. Maintains standard office files and initiates general correspondence as appropriate.

• Provides administrative support to District Operations.
• Answers inquiries regarding established policies and procedures.
• Collects, verifies, processes, and maintains all information related to the P‑Card program.
• Reconciles purchase card expenditures and works with other staff members to collect receipts and invoices needed for the reconciliation of expenditures tied to purchase card expenses.
• Initiates, composes and edits correspondence involving explanations of receipts and charges.
• Acts as troubleshooter for Operations employees to solve problems concerning P‑Card processes.
• Prepares reports regarding budget expenditures and maintains forms and records.
• Assists staff in preparing training documentation for meetings and facilitating conference calls.
• Prepares, maintains and compiles minimally to moderately complex reports.
• Collects documents and procurement items for the monthly purchase card statement reconciliation due to Purchasing monthly for assigned P‑Cards.
• Prepares supporting documents for bid solicitations, Requests for Proposals (RFPs) and Requests for Competitive Sealed Proposal (RFCSPs) for goods and services, edits requisitions, confers with FWISD officials regarding specifications and requirements.
• Supports the procurement process through budget stringing and transfers.
• Assists staff in identifying best method for expediting procurement processes.
• Prepares documents before purchasing and legal review process.
• Works closely with District purchasing personnel to ensure legal purchasing compliance.

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques for job duties including lifting and climbing; operates tools and equipment safely.
• Corrects unsafe conditions and promptly reports uncorrectable issues to supervisor.

Performs all job‑related duties as assigned in accordance with Board rules, policies and regulations.

• Knowledge of office procedures, business office equipment and records administration.
• Knowledge of MUNIS software in a school administration/purchasing environment.
• Knowledge of buying and invoicing supplies and equipment, formal bid procedures.
• Skill in data entry with minimal errors, detecting and correcting issues related to orders, purchase orders, work orders.
• Skill at intermediate level with Microsoft Office 365 (Outlook, PowerPoint, Word).
• Interpersonal skills, tact, patience, courtesy.
• Ability to analyze cost proposals, prioritize and meet multiple deadlines.
• Ability to work evenings, nights, weekends as needed.
• Communication skills: oral and written.
• Ability to maintain cooperative working relationships.

• Travels to school district buildings and professional meetings as required.

• Commitment to district mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service.
• Demonstrates cultural competence; respectful of coworkers; teamwork.

• Tools/Equipment Used: standard office equipment including computer and peripherals.
• Posture: prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, twisting.
• Motion: frequent repetitive hand motions, keyboarding, mouse; occasional reaching.
• Lifting: occasional light lifting (