Sonja Holtzclaw
Temple,TX
Summary
Dedicated and highly organized Administrative Assistant with extensive experience supporting executive leadership. Skilled in calendar management, confidential recordkeeping, compliance documentation, and payroll support. Proven ability to manage multiple priorities in fast-paced environments while delivering exceptional customer service to staff, community, and stakeholders.
Overview
26
26
years of professional experience
Work History
Accounts Payable Clerk
Marlin Independent School District
06.2025 - Current
- Receive, review, and process vendor invoices for accuracy and proper authorization.
- Match invoices to purchase orders and receiving documentation.
- Verify budget codes and ensure expenditures align with approved funding sources.
- Enter accounts payable data into the district’s financial system.
- Prepare and process vendor payments (checks or ACH).
- Maintain vendor files, including W-9 forms and tax documentation.
- Respond to vendor and staff inquiries regarding payment status.
- Assist with annual financial audits by providing requested documentation.
- Ensure compliance with district policies, state guidelines, and federal regulations.
- Maintain accurate filing systems (electronic and hard copy) for audit readiness.
- Process travel reimbursements and employee expense claims.
- Assist with other business office duties as assigned.
Administrative Assistant - Human Resources
Marlin Independent School District
08.2020 - Current
- Provided daily support to the Human Resource Director.
- Managed complex calendars and schedule meetings
- Handled incoming calls, route inquiries appropriately, and deliver customer service to staff and external stakeholders.
- Prepare employment contracts for all contracted personnel.
- Distributed Letters of Reasonable Assurance to all auxiliary staff and substitutes.
- Maintain and update confidential personnel files in compliance with district and state regulations.
- Conducted background checks.
- Make sure all district employees are subscribed to the FACT Clearinghouse.
- Coordinate fingerprinting appointments for new hires who have not been fingerprinted.
- Process accident reports and workers’ compensation claims with accuracy and confidentiality.
- Uploaded payroll documentation and maintained shared payroll files.
- Post job openings through Frontline Recruiting & Hiring.
- Send new hire paperwork to all new hires.
- Make sure onboarding process is complete for all new hires.
- Assisted employees with Frontline Time & Attendance, Absence Management, and Central systems.
- Training on submitting absences and using the time clock kiosk.
- Monitor teacher and paraprofessional certifications to ensure compliance with Texas Education Agency requirements.
- Run annual certification reports for contracted employees.
- Assisted paraprofessionals with certification updates through the TEA Green Screen system.
- Make sure budget manages get updated budgets monthly.
- Entered requisitions and process purchase orders.
- Make district bank deposits.
- Performs other duties as assigned and required to maintain day to day operations.
School Bus Driver
Rosebud-Lott Independent School District
01.2000 - Current
- Safely transported students to and from school while adhering to all district, state, and federal transportation regulations.
- Conducted thorough pre-trip and post-trip vehicle inspections to ensure safety and compliance with Department of Transportation standards.
- Maintained a safe and orderly environment on the bus by enforcing student conduct policies and addressing behavioral concerns promptly and professionally.
- Followed assigned routes and schedules while adjusting to traffic, weather, and road conditions to ensure timely arrivals and departures.
- Maintained accurate records of student ridership, mileage logs, fuel usage, and incident reports.
- Reported vehicle maintenance concerns promptly to ensure ongoing safety and reliability.
Administrative Assistant to the Superintendent
Rosebud-Lott Independent School District
02.2015 - 08.2020
- Provided high-level executive administrative support to the Superintendent, ensuring daily priorities, deadlines, and district initiatives remained on schedule.
- Managed and coordinated a complex executive calendar, aligning meetings with the School Board, Directors, Principals, community stakeholders, and external agencies.
- Compiled, organized, and prepared documentation for School Board Meetings, Budget Workshops, and Board Trainings, including assembling comprehensive Board Books.
- Recorded and transcribed official minutes for School Board Meetings, Budget Workshops, Administrator Meetings, and trainings, ensuring accuracy and compliance with open meeting laws.
- Posted meeting agendas and approved minutes to the district website in accordance with state transparency requirements.
- Proofread and edited executive correspondence, reports, presentations, and policy documents for clarity, grammar, and professionalism.
- Organized and facilitated School Board Elections, ensuring compliance with state election regulations and district policy.
- Coordinated district collaboration with Falls County Education Cooperative, strengthening regional partnerships and superintendent engagement.
- Handled high-volume incoming calls and inquiries, routing concerns efficiently while maintaining professionalism and confidentiality.
- Prepared employment contracts for contracted personnel and distributed Letters of Reasonable Assurance to auxiliary staff and substitutes.
- Maintained and updated confidential personnel files in compliance with district and state regulations.
- Conducted background checks for new hires, volunteers, and mentors; scheduled and coordinated fingerprinting appointments.
- Processed accident reports and workers’ compensation claims with accuracy and discretion.
- Coordinated travel arrangements, conference registrations, lodging, and per diem documentation for the Superintendent and School Board.
- Posted job openings on the district website, ESC Region 12, and TASA, supporting district recruitment efforts.
- Managed monthly financial documentation, including distributing bank statements to ESC Region 12 as required.
- Updated participant lists in Fairbanks LLC and completed RMTS training to ensure compliance with Medicaid reimbursement procedures.
- Monitored educator certifications by running annual Texas Educator Certificate reports and assisting paraprofessionals with updates through the TEA Green Screen system.
- Entered and tracked purchase requisitions to support district budgeting and procurement processes.
- Performed a wide range of additional executive-level administrative duties as assigned by the Superintendent.
Assistant Business Manager
Rosebud-Lott Independent School District
10.2010 - 02.2015
- Managed and processed all Accounts Payable and Accounts Receivable transactions, ensuring timely and accurate payment of vendors and receipt of district funds.
- Reviewed, verified, and reconciled invoices and purchase orders to maintain compliance with district financial policies and state regulations.
- Processed semi-monthly payroll for auxiliary staff, ensuring accurate compensation, proper deductions, and timely distribution.
- Assisted in preparing and submitting required payroll tax payments and reports through TEXNET, maintaining full compliance with state reporting requirements.
- Submitted authorized signatures and required documentation through TRAQS to ensure compliance with financial and regulatory procedures.
- Entered and maintained financial and participation data in Fairbanks to support Medicaid Administrative Claiming (MAC) reimbursements, maximizing district reimbursement opportunities.
- Gathered, organized, and prepared documentation for the district’s Annual Financial Audit, ensuring records were accurate and audit-ready.
- Maintained confidential financial and personnel records in accordance with state and federal guidelines.
- Provided support to the Business Manager and Superintendent in preparing financial reports and responding to information requests.
Education
No Degree -
Temple College
Temple, TXHigh School Diploma -
Rosebud-Lott High School
Lott, TX05-1990
Skills
- Confidential Records Management (personnel files, contracts, evaluations)
- Onboarding & New Hire Processing
- Background Checks & Fingerprinting Coordination
- Employment Contract Preparation
- Benefits & Leave Documentation Support
- Certification & Credential Tracking
- Time & Attendance Systems Support
- Workers’ Compensation Processing
- Applicant Tracking Systems
- Microsoft Office Suite (Excel, Word, Outlook)
- State Certification Systems
Timeline
Accounts Payable Clerk
Marlin Independent School District
06.2025 - Current
Administrative Assistant - Human Resources
Marlin Independent School District
08.2020 - Current
Administrative Assistant to the Superintendent
Rosebud-Lott Independent School District
02.2015 - 08.2020
Assistant Business Manager
Rosebud-Lott Independent School District
10.2010 - 02.2015
School Bus Driver
Rosebud-Lott Independent School District
01.2000 - Current
No Degree -
Temple College
High School Diploma -
Rosebud-Lott High School