Administrative Assistant to the Deputy Chief of Business & Finance

Administrative Assistant to the Deputy Chief of Business & Finance

Wage/Hour Status: Exempt

Reports to: Deputy Chief

Pay Grade: AM (Pay Grade 7)

Dept./School: Business, Finance & Administrative Services

Initiated Date: April 2026

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.

1. Customer Service
2. Trust & Transparency
3. High-Quality Instruction
4. Excellence in Leadership
5. 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 across more than 30 schools in six municipalities, spanning more than 220 square miles.

Who We Are Looking For

We seek a high-level administrative and operational support to the Deputy Chief of Business, Finance & Administrative Services to ensure efficient office management, effective communication, and alignment of departmental processes with district priorities. This role supports coordination across Finance functions and contributes to a culture of service, accuracy, and accountability.

Why La Joya ISD

You will be joining a district that is building on a legacy of achievement while rapidly developing systems to reach new heights in student outcomes and to improve 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 accepted accounting principles.

Qualifications

Education/Certification:

• High school diploma or GED required
• Associate's degree in Accounting, Finance, or related field preferred

Experience:

• Minimum of five (5) years of secretarial or administrative experience
• Experience supporting executive-level leadership preferred

Knowledge, Skills & Abilities:

• Strong knowledge of office management systems and procedures
• Proficiency in Microsoft Office and standard business software
• Ability to manage multiple priorities with accuracy and attention to detail
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Strong interpersonal and customer service skills

Major Responsibilities and Duties

Executive Support & Office Management:

• Manage the Deputy Chief's calendar, appointments, and meeting logistics
• Prepare, draft, and distribute correspondence, reports, and presentations
• Maintain organized and audit-ready filing systems (electronic and physical)
• Coordinate department meetings, including agendas, materials, and minutes
• Screen calls, emails, and visitors, ensuring professional and timely responses
• Ensure all assigned administrative tasks are completed accurately and within established timelines
• Maintain organized, complete, and audit-ready documentation at all times

Communication & Coordination:

• Serve as liaison between Business & Finance departments, campuses, and external stakeholders
• Ensure timely communication of deadlines, updates, and priorities
• Support cross-functional coordination to ensure alignment and follow-through
• Demonstrate responsiveness and professionalism in all communications

Financial & Operational Support:

• Assist with department budget preparation and tracking
• Process purchase requests, travel forms, and reimbursements in compliance with district procedures
• Maintain documentation to support audits, compliance, and internal controls
• Support timekeeping processes (e.g., Kronos review and adjustments as needed)
• Support efficient office operations through proactive coordination and follow-through
• Contribute to strengthening internal controls, organization, and process consistency

Records & Compliance:

• Maintain accurate records, databases, and documentation systems
• Ensure documentation is complete, organized, and audit-ready
• Support compliance with district procedures, timelines, and reporting requirements
• Consistent adherence to district procedures for purchasing, travel, and documentation

Customer Service & Culture:

• Provide high-quality customer service to staff, campuses, and stakeholders
• Promote a positive, professional, and solutions-oriented office environment
• Model professionalism, discretion, and responsiveness in all interactions

Safety:

• Performs preventive maintenance on tools and equipment, ensuring equipment operates safely.
• Follows established safety procedures and techniques to perform job duties, including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

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 and 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

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.