Operations Administrative Assistant - Finance

Posting number: 17120

Department: Commissioner Precinct 4

Job classification: Financial Assistant

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Accounting and Finance, Business, Communications, Office and Administrative Support

Summary

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.

Duties and Responsibilities:

Budget, Purchasing, and Financial Tracking:

• 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.

Procurement and Compliance:

• Maintain timely, accurate procurement documentation aligned with County policies.

• Uphold strict compliance with purchasing guidelines and stewardship standards.

IT and Technology Procurement Support:

• 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.

P-Card Management:

• Manage the division procurement card, including purchase processing, receipt collection, reconciliation, and documentation retention.

Administrative and Division Support:

• 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.

Harris County is an Equal Opportunity Employer
https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx
 If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net.
This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Examples of duties

Education and Experience:

• 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.

Knowledge, Skills, and Abilities:

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.

• Advanced Excel skills, including advanced filtering, pivot tables, formulas, conditional formatting, etc.

Licensure:

• Valid Texas driver’s license with a good driving record.

NOTE: Qualifying education, experien