Operations Administrative Assistant - Finance

Operations Administrative Assistant Finance

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:

• 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. If you need special services or accommodations, please call View phone number on click.appcast.io or email View email address on click.appcast.io. 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.

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.
• Qualifying education, experience, knowledge and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Preferences:

• 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.

General Information:

• Salary: Dependent on Qualifications
• Location: Tomball Service Center, 14444 Holderrieth Rd, Tomball, TX 77377
• Reporting Relationships: Reports To: Operations Business Manager

What You Will Get In Return:

You will be surrounded by team members who bring "heart, hustle, and higher standards" to work each day. These leaders advance opportunity and justice as they deliver services to and advocate for the residents of Harris County. The team you will be joining is innovative, dynamic, and forward-looking.

Harris County employees receive a competitive salary plus 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 allow our employees to recharge and balance work and personal time. Mandatory participation in our retirement program allows employees to save for retirement. Various other benefits and discounts lead to the satisfaction and engagement of our employees.

Employment may be contingent on passing a drug screen and meeting other standards. Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.