About this role
JOB DESCRIPTION Job Title: Admin. Ass't. for Executive Director Wage/Hour Status: Non-Exempt Reports to: Executive Director Pay Grade: AS6 Dept./School: Business, Finance & Administrative Services Initiated Date: April 2025 WHO WE ARE La Joya Independent School District (ISD) is committed to excellence for students and our community. We have a strong, 100-year, legacy in the Rio Grande Valley. The district's vision - Educational Excellence: The Right of Every Student - conveys our urgent focus on students. Our work is rooted in five district priorities, which require collaboration and deep commitment to supporting one another as we serve the community.
• Customer Service
• Trust & Transparency
• High-Quality Instruction
• Excellence in Leadership
• Integrity & Accountability
We are focused on ensuring every student in La Joya ISD has access to high-quality, best-fit schools as we work to improve from a B-district to an A-rated district. We serve more than 22,000 students in more than 30 schools and span six municipalities, covering more than 220 square miles. WHO WE ARE LOOKING FOR We seek a highly organized, detail-oriented, and proactive individual to provide administrative and operational support across the Business, Finance & Administrative Services Division. The ideal candidate is adaptable, customer-service focused, and able to support multiple departments, administrators, and workstreams while maintaining accuracy, confidentiality, and timely follow-through. The position supports the coordination of calendars, meetings, correspondence, records, financial and administrative documents, Board-related materials, departmental workflows, and customer inquiries. The employee may also assist with routine financial and operational transactions, including purchase orders, budget documents, travel, payroll-related documentation, reimbursements, and other division processes as assigned. The successful candidate must be able to manage multiple priorities, track deadlines and pending items, maintain organized records and supporting documentation, communicate effectively with employees, vendors, departments, and the public, and adapt to changing priorities across the Division. WHY LA JOYA ISD You will be joining a district that is building on a legacy of achievement while rapidly improving and creating systems to reach new heights for student outcomes and improving the District's overall operational efficiency and effectiveness. You will receive intentional, targeted support in your essential role in serving the Business, Finance and Administrative Services Department of the District. We are also a district focused on continuous improvement and rigorous analysis of the policies and procedures we have in place to ensure that the financial and business operations of the District are transparent to the public and in keeping with generally acceptable accounting principles. Minimum Required Qualifications
• Education:
• High School graduate or GED
• Experience:
• Minimum of 3 years secretarial experience preferred.
Knowledge, Skills & Abilities
• Effective communication skills;
• Proficient in computer data entry and word processor such as Microsoft Office and Teams;
• Basic knowledge of school district business and financial processes preferred, including purchasing, budgeting, payroll, accounts payable, or related administrative processes; ability to learn applicable TEA financial requirements, District policies, procedures, and automated systems.
MAJOR RESPONSIBILITIES AND DUTIES Administrative and Division Support:
• Provide administrative support to assigned Executive Directors, and, based on operational needs, support other administrators, departments, and workstreams within the Business, Finance & Administrative Services Division.
• Prepare, process, route, and maintain administrative and financial documents, ensuring completeness, required supporting documentation, appropriate approvals, and compliance with established procedures.
• Maintain organized electronic and physical records, including correspondence, contracts, financial documents, reports, meeting materials, Board agenda documentation, and other official division records.
• Assist with routine administrative and financial processes, which may include purchase orders, budget documents, travel, reimbursements, payroll-related documentation, vendor documentation, and other transactions as assigned.
• Support the tracking of deadlines, deliverables, pending items, required documentation, and follow-up activities for assigned departments and division workstreams.
• Compile information and supporting documentation for reports, presentations, meetings, audits, Board agenda items, and other administrative requirements.
• Prepare correspondence, memoranda, notices, forms, spreadsheets, presentations, and other materials as requested.
• Assist with the preparation and submission of public notices and other official announcements when required.
Communication and Customer Service:
• Serve as a point of contact for the Business, Finance & Administrative Services Division and provide professional, timely, and courteous customer service.
• Receive and route telephone calls, correspondence, visitors, employee inquiries, and vendor inquiries to the appropriate administrator or department.
• Respond to routine questions regarding division procedures and administrative processes and appropriately escalate matters requiring professional, managerial, or executive review.
• Facilitate communication and coordination among BF&AS departments and with other District departments, campuses, employees, vendors, and external stakeholders.
Calendar, Meeting, and Workflow Coordination:
• Manage assigned calendars and coordinate meetings, appointments, meeting spaces, participants, materials, and travel arrangements as required.
• Prepare meeting agendas and supporting materials; attend meetings when requested; record and distribute meeting notes or minutes; and assist with follow-up items.
• Maintain administrative tracking systems for assigned meetings, deadlines, requests, projects, and recurring responsibilities.
• Assist administrators with follow-up communications and collection of information or documentation from responsible staff.
• Support division meetings, professional development activities, special projects, events, and other BF&AS initiatives as assigned.
Confidentiality, Records, and Internal Controls:
• Maintain strict confidentiality of personnel, payroll, financial, legal, audit, and other sensitive or restricted information.
• Follow established internal controls, approval requirements, records-retention requirements, and division procedures when processing or maintaining documentation.
• Identify incomplete documentation, missing approvals, or administrative discrepancies and route them to the appropriate employee or administrator for resolution.
• Maintain accurate and accessible records sufficient to demonstrate completion, approval, and supporting evidence for assigned processes.
Other Duties:
• Provide administrative coverage and cross-functional support across Business, Finance & Administrative Services departments based on workload, deadlines, operational needs, and Division priorities.
• Cross-train in administrative processes across Business, Finance & Administrative Services departments to ensure continuity of operations and backup coverage.
• Perform other duties as assigned.
Safety:
• Perform preventive maintenance on tools and equipment to ensure safe and efficient operations.
• Operate office and departmental equipment in accordance with established safety procedures and guidelines.
• Follow approved safety practices and techniques when performing job duties, including proper lifting, bending, and climbing procedures
• Identify and correct unsafe working conditions when possible and report any hazards or issues that cannot be immediately corrected to a supervisor.
• Maintain a safe, clean and organized work environment in compliance with district safety standards and regulations.
Supervisory Responsibilities
• None
Personal Work Relationships
• All La Joya ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct, and work ethic.
• Demonstrates high-quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.
Travel Requirements
• Travels to school district buildings and professional meetings, as required.
Physical & Mental Demands, Work Hazards
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
Position Working Days:
226 Days NOTE: 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: