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
• 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 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

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. Assists the Director, Assistant Directors, and Coordinators to improve productivity.
2. Assists in managing and tracking the spending in budgets for multiple federal, state, and local funds.
3. Creates and maintains databases/spreadsheets for programs, such as Texas Strategic Leadership, Teacher Incentive Allotment, Federal Programs, etc.
4. Prepares requisitions and follows up with the purchaser until materials have been received and purchase orders have been returned to the business office for payment.
5. Tracks and enters travel reimbursements monthly.
6. Completes operational requirements by reporting technical assistance for all assigned staff.
7. Assists in coordinating summer conferences.
8. Creates on-site sessions in ESCWorks.
9. Registers participants for workshops.
10. Organizes and prepares materials for workshops, conferences, in-service meetings, and division reports.
11. Prepares correspondence, travel arrangements, reports, required forms, registrations, copying, printing, and mailings.
12. Assists in the completion of projects including binding, collating, addressing, and distributing final projects and reports.
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. Performs general administrative assistant duties, including the handling of correspondence, answering telephone, accurately recording messages and service requests, and filing material in a retrievable system.
18. Maintains files and records as assigned.
19. Proofreads communications for content, style, grammar, and spelling errors.
20. Maintains professional relationship with clients and vendors.
21. Assists other District Systems administrative assistants.
22. Travels as part of job responsibilities.
23. Follows established ESC telephone protocol.
24. Reports for work ready to perform responsibilities.
25. Performs duties that directly and/or indirectly impact student performance in Region 16.
26. Maintains a professional level of confidentiality regarding all ESC matters.
27. Supports the mission, goals, and objectives of the ESC strategic plan.
28. Upholds and adheres to safety rules and policies of the ESC safety program.
29. Performs professional responsibilities as required by ESC policies, processes, and proceedures.
30. Manages time, calendar, and job responsibilities to meet deadlines.
31. Meets proficiency levels of required technology skills as outlined by supervisor.
32. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
33. Performs other duties as assigned.