Administrative Assistant III, Director of Procurement

Cypress-Fairbanks Independent School District•Houston, TX

1d•Onsite

About The Position

Provides administrative support to the Director of Procurement Services. This role involves managing the Director's calendar, maintaining confidential files, coordinating travel and meetings, preparing agendas and minutes, and drafting correspondence. The position also handles phone calls, general clerical duties such as p-card and absence reconciliation, and maintaining office supplies. Responsibilities extend to responding to inquiries about procurement services and systems, retrieving and compiling procurement-related documents, preparing board meeting materials, assisting with supplier management (vendor registration, status checks), supporting Public Information Requests (PIR) and audits, archiving records, and maintaining the department's webpage. Regular and reliable attendance is an essential job function.

Requirements

High school diploma/GED.
Minimum of two (2) years of administrative secretarial experience preferred.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required.
Self-motivated with attention to detail, able to prioritize, organize, multi-task numerous complex administrative activities, and manage time with minimal supervision.
Possesses excellent interpersonal, organizational and communication skills, verbal and written.
Demonstrates integrity, confidentiality, and professionalism.
Ability to work with frequent interruptions; ability to maintain emotional control under stress.

Nice To Haves

Adobe, Google Drive, and eFinance Plus PowerSchool experience preferred.

Responsibilities

Provides administrative support to the Director of Procurement Services
Maintain Director's calendar.
Maintain confidential files for Director.
Coordinates and schedules travel, meetings, and appointments.
Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
Prepare emails, letters, memos, and presentation materials.
Answers and transfers phone calls, screening incoming phone calls to the department.
Performs other general clerical and secretarial duties as requested, which may include p-card reconciliation, absence reconciliation, recordkeeping, maintaining office supplies, and handling packages and correspondence.
Responds to external and internal inquiries on procurement department services, eProcurement system, status of bid solicitations, etc.
Retrieve and compile purchase orders, bid solicitations, bid documents, and correspondence as requested.
Prepares annual board agenda timeline and agenda action cover sheet for board meetings.
Assists in Supplier Management including but not limited to vendor registration, activation, researching duplicates, pending, and on draft status on eProcurement system.
Assists in retrieving documents and information for Public Information Requests (PIR) or audits as needed.
Assists in archiving inactive procurement services department records.
Assists in maintaining CFISD Procurement Services Department webpage.
Performs other duties as assigned by the Director and Assistant Director of Procurement Services.
Regular and reliable attendance is an essential job function.