• Job Description

  Req#: 5314023

  Primary Purpose:

  To support Region 16 ESC by providing high-level administrative assistance to the School Support and Academic Services (SSAS) department and leading center-wide process improvements. This role involves cross-departmental coordination, staff onboarding, training, and specialized oversight of compliance systems such as financial tracking, travel, and administrative tools including Monday.com.

  Qualifications:

  Education/Certification

  • High School diploma or GED required

  Skills

  • 7+ years of job-related experience required
  • Capability to comprehend and monitor the allocation and utilization of federal, state, and local funds within the initial six months of employment.
  • Proficiency in instructing all ESC administrative assistants on various tasks, including grants, funds, budgeting, travel arrangements, expense reimbursements, requisition entry, session creation, Technical Assistance input, workshop readiness, room reservations, and coordinating external presenters.
  • Demonstrate a comprehensive grasp of the grants.
  • Mandatory competence in utilizing Microsoft Office Suite, as well as proficiency in spelling, punctuation, and grammar.
  • Preferred proficiency in Google G Suite, Monday.com and Skyward.
  • 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
  • Demonstrates diplomacy and establishes positive interpersonal connections.
  • Capable of efficiently managing multiple tasks even in high-pressure situations.
  • Conveys a constructive, polished, and organized impression through both in-person and telephonic interactions 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 support to the entire SSAS team.
  2. Serves as the lead administrative assistant for the SSAS team.
  3. Oversees and manages financial resources from federal, state, and local sources to ensure optimal allocation and utilization in alignment with organizational goals and regulatory requirements.
  4. Reviews account balances and resolves discrepancies.
  5. Collects and verifies travel documentation and processes through the business office.
     Initiates and tracks requisitions and purchase orders; manages invoice processing.
  6. Coordinates materials and logistics for workshops, conferences, and division meetings.
  7. Manages contracts and paperwork for external presenters.
  8. Oversees rental car reservations and post-travel documentation.
  9. Assists with general administrative functions including correspondence, filing, and message intake.
  10. Onboards and supports new administrative assistants in SSAS.
  11. Develops and refines SSAS-specific onboarding systems for administrative staff.
  12. Maintains and updates the Technical Assistance Board in Monday.com used by departments center-wide.
  13. Compiles and submits monthly Balanced Scorecard data to reflect performance metrics and support strategic decision-making.
  14. Assists the Senior Director in compiling and organizing data for the biennial Rider Report, ensuring accuracy, completeness, and timely submission in accordance with state requirements.
  15. Processes all completed Change of Employment Status (COES) forms for Region 16; communicates funding changes to staff and supervisors and updates Time and Effort allocations in Monday.com.
  16. Provides center-wide support and technical assistance in travel, session creation, contract workflows, and budget compliance.
  17. Travels as part of job responsibilities
  18. Follows established ESC telephone protocol
  19. Reports for work ready to perform responsibilities
  20. Performs duties that directly and/or indirectly impact student performance in Region
  21. Maintains a professional level of confidentiality regarding all ESC matters
  22. Supports the mission, goals, and objectives of the ESC strategic plan
  23. Upholds and adheres to safety rules and policies of the ESC safety program
  24. Performs professional responsibilities as required by ESC policies, processes, and procedures
  25. Manages time, calendar, and job responsibilities to meet deadlines
  26. Meets proficiency levels of required technology skills as outlined by supervisor
  27. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor
  28. Performs other duties as assigned

• About the company

  Enhancing Student Success by Providing Quality Services

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