Part-Time Administrative Assistant III

Primary Purpose:

To support Region 16 Education Service Center (ESC) and the Title I Part A Parent and Family Engagement Statewide Initiative 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
• Ability to complete all Google Basics On-Demand trainings within the first six month of employment
• Ability to understand tracking and spending of federal state and local funds within the first six months of employment

Skills

• 3 to 5 years job-related experience required
• Required proficiency in Microsoft Office Suite Google Workspace spelling punctuation and grammar
• Skilled in general office procedures including answering telephones 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

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. Provides high-level support to the PFE Coordinator including managing professional correspondence triaging phone calls and accurately processing service requests and messages.
2. Manages the end-to-end processing of all POs contracts and event orders; includes gathering backup documentation securing signatures and tracking through to delivery or payment.
3. Monitors the accuracy of budget balances and commodity codes in response to program needs; collaborates with the Business Office to resolve discrepancies.
4. Maintains a retrievable filing system for all departmental records and digital files as assigned by the PFE Coordinator.
5. Maintains and models professional constructive relationships with all internal and external clients vendors and partners.
6. Coordinates travel arrangements and processes all subsequent reimbursement claims and paperwork through the Business Office.
7. Follows established ESC telephone protocol.
8. Reports for work ready to perform responsibilities.
9. Performs duties that directly and/or indirectly impact student performance in Region 16.
10. Maintains a professional level of confidentiality regarding all ESC matters.
11. Supports the mission goals and objectives of the ESC strategic plan.
12. Upholds and adheres to safety rules and policies of the ESC safety program.
13. Performs professional responsibilities as required by ESC policies processes and procedures.
14. Manages time calendar and job responsibilities to meet deadlines.
15. Meets proficiency levels of required technology skills as outlined by the supervisor.
16. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
17. Performs other duties as assigned.

Required Experience:

Junior IC