Operations Administrative Assistant - Finance

Harris County • Tomball, TX

22h • Onsite

About The Position

The Operations Administrative Assistant – Finance provides essential financial, procurement, and administrative support to the Operations Division. This role ensures accurate financial tracking, compliance with procurement policies, and efficient coordination across departments. The position manages a variety of operational finance activities, assists with technology-related purchasing and inventory, and supports the Operations Business Manager in both routine and strategic administrative tasks.

Requirements

• Associate degree or higher with three (3) years of finance-related experience OR High school diploma/GED with five (5) years of finance-related experience.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Advanced Excel skills, including advanced filtering, pivot tables, formulas, conditional formatting, etc.
• Valid Texas driver’s license with a good driving record.

Nice To Haves

• Associate or bachelor’s degree in finance, accounting, business, or related field.
• Six months or more of IT-related purchasing or administrative experience.
• Experience working in a governmental agency or financial/accounting environment.
• Familiarity with Power BI or similar data visualization tools.
• Familiarity with Monday.com or similar project management tools.
• Ability to read and interpret vendor contracts or procurement guidelines.
• Basic understanding of project management tools or methodologies.
• Ability to analyze financial trends or generate basic dashboards.
• Ability to streamline workflows and propose process improvements.
• Strong clerical skills, business acumen, and attention to detail.
• Ability to manage multiple tasks and priorities with accuracy and timeliness.
• Solid understanding of budget monitoring and basic financial reporting.
• Excellent written and verbal communication skills.
• Self-starter capable of working independently and proactively identifying needs.
• Confident interacting with end-users, vendors, and technical staff.
• Strong logical reasoning and troubleshooting abilities.

Responsibilities

• Track executed Purchase Orders (POs) and ensure accurate logging in financial systems.
• Enter invoices into tracking systems for timely payment and record maintenance.
• Coordinate monthly supply orders across Operations departments.
• Assist in developing Requests to Purchase (RTPs) and compiling supporting documentation.
• Support departments in obtaining quotes, vendor information, and requisition needs.
• Assist in preparing division-level financial reports and budget summaries.
• Maintain timely, accurate procurement documentation aligned with County policies.
• Uphold strict compliance with purchasing guidelines and stewardship standards.
• Conduct initial inventory assessments for technology purchases and maintain entries in the inventory management system.
• Track and manage IT department budget activity, procurement requests, and expense records.
• Monitor lifecycle and renewal schedules for IT-related contracts.
• Process RFP documentation for software-related procurements.
• Oversee cell phone inventory, invoicing, ordering, and account changes.
• Complete and submit Technology Procurement Request (TPR) forms.
• Manage the division procurement card, including purchase processing, receipt collection, reconciliation, and documentation retention.
• Provide administrative support to Operations leadership and teams, including scheduling, correspondence, recordkeeping, and task coordination.
• Serve as backup to the Operations Business Manager as needed.
• Assist with special projects, internal initiatives, and cross-departmental tasks.
• Coordinate efforts with Precinct 4 Finance, Harris County Purchasing, and Universal Services.
• Participate in disaster preparedness, response, and recovery activities.
• Represent Precinct 4 professionally and assist constituents when appropriate.
• Adhere to all purchasing policies and practices to ensure responsible stewardship of public resources.

Benefits

• medical, dental, and vision insurance at no cost to the employee after the first two months of continued full-time employment.
• Vacation, sick-time, and floating holidays
• Mandatory participation in our retirement program
• Various other benefits and discounts

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree