Administrative Assistant III

Primary Purpose:

To support Region 16 Education Service Center (ESC) by providing administrative assistance accurately and efficiently to ensure quality results in a professional and timely manner.

Qualifications:

Education/Certification

• High school diploma or GED required

Skills

• 2-5 years job related experience required
• Required proficiency in Microsoft Office Suite Google Workspace spelling punctuation and grammar
• Excellent communication skills required
• Skilled in general office procedures including answering telephone filing data entry and maintaining an organized workspace
• Must be service-oriented a team player self-motivated and responsible to complete all assignments
• Exhibits tact and relates well to people
• Ability to handle multiple tasks under pressure with ease
• Projects a positive professional organizational image through in-person and phone interaction with customers
• Discretion and high confidentiality required

Working Conditions:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Must be physically able to tolerate prolonged sitting frequent standing; occasional bending/stooping pushing/pulling twisting and standing
• Motion: Must be physically able to tolerate frequent standing and walking repetitive hand motions frequent keyboarding and use of mouse; occasional reaching occasional driving
• Lifting: Must be physically able to tolerate regular light lifting and carrying (less than 15 pounds); may require occasional heavy lifting and carrying (45 pounds or more)
• Environment: Must be physically able to work inside; tolerate occasional travel between work sites; regular exposure to noise
• Mental Demands: Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasion
• Regular Attendance is an essential function

Major Responsibilities and Duties:

1. Performs general administrative assistant duties under the direction of the Assistant Director of District Systems and the Coordinator for Migrant and School Safety
2. Assists department consultants which may include Migrant Safety CTE/CCMR and McKinney-Vento.
3. Prepares correspondence reports purchase orders required forms registrations etc ensuring that all back-up documents are included
4. Assists in the completion of projects including printing binding collating addressing and distributing final projects and reports
5. Maintains files and records as assigned and files materials in a retrievable system
6. Proofreads communications for content style grammar and spelling errors
7. Organizes and prepares materials for workshops and conferences including overseeing that rooms are ready and all needed supplies have been delivered prior to workshop
8. Checks the accuracy of budget numbers in response to program needs. Monitors budget balances and dispenses correct budget number when needed
9. Follows established ESC telephone protocol
10. Maintains professional relationship with clients and vendors
11. Prepares and submits travel arrangements through established ESC travel protocol. Enters travel reimbursement claims and submits paperwork to Business Office monthly
12. Sets up workshops and conferences in escWorks and follows a timeline until completion of workshop This may include preparing and printing handouts preparing and submitting required paperwork for outside consultants
13. Submits paperwork for outside presenters.
14. Reserves rooms for workshops.
15. Reserves rental cars for staff and processes the rental and gas receipts after staff travel.
16. Submits contract approvals and invoices to the business office.
17. Reports for work ready to perform responsibilities
18. Performs duties that directly and/or indirectly impact student performance in Region
19. Maintains a professional level of confidentiality regarding all ESC matters
20. Supports the mission goals and objectives of the ESC strategic plan
21. Upholds and adheres to safety rules and policies of the ESC safety program
22. Performs professional responsibilities as required by ESC policies processes and procedures
23. Manages time calendar and job responsibilities to meet deadlines
24. Meets proficiency levels of required technology skills as outlined by supervisor
25. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor
26. Performs other duties as assigned