Administrative Assistant IV

Texas ESC Region 16•Amarillo, TX

20h•Onsite

About The Position

Provides high-level executive administrative support to the Chief Information Officer (CIO) and coordinates technology department operations. This role involves managing executive scheduling, departmental budgets, vendor contracts, marketing communications, and event logistics. Additionally, it includes executing end-to-end personnel data entry, onboarding workflows, and records retention in compliance with Region 16 ESC policies, state standards, and retention schedules.

Requirements

High School diploma or GED required.
4 to 7 years of progressively responsible administrative or executive assistant experience required.
Strong administrative foundation with proficiency in Microsoft Office Suite, Google Workspace, general office procedures (telephony, filing, data entry), and contemporary office technologies.
Exceptional organizational and time-management skills with meticulous attention to detail; ability to manage multiple priorities effectively and handle tasks under pressure.
Excellent written and verbal communication skills, characterized by clarity, professionalism, candor, and mastery of grammar, spelling, and punctuation.
Strong interpersonal skills with the ability to build rapport, collaborate effectively with diverse individuals (internal/external stakeholders), and project a positive, professional image.
Demonstrated proficiency in core executive support functions: proactive inbox management, action item tracking, complex calendar management, and professional note-taking.
Proven project management experience, including planning, execution, tracking progress, and coordinating resources.
Highly adaptable, driven, and proactive with the ability to take initiative, work independently, and contribute as a collaborative team member in a dynamic environment.
Service-oriented, self-motivated, and responsible, with creative problem-solving/critical thinking skills, and an unwavering commitment to discretion and high confidentiality.
Must be physically able to tolerate prolonged sitting, frequent standing; occasional bending/stooping, pushing/pulling, twisting, and standing.
Must be physically able to tolerate frequent standing and walking, repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching, occasional driving.
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).
Must be physically able to work inside; tolerate frequent districtwide travel and occasional statewide travel; regular exposure to noise.
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.

Nice To Haves

Experience in an agency or media-focused environment.
An aptitude for supporting a creative team/studio-like setting are preferred.

Responsibilities

Performs general administrative assistant duties under the direction of the Chief Information Officer.
Proactively manages Chief Information Officer’s calendar, schedules meetings, anticipates needs and resolves scheduling conflicts.
Prepares correspondence, reports, purchase orders, required forms, registrations, etc, ensuring that all backup documents are included.
Facilitates CIO’s communication workflows, including organization and prioritization of correspondence, preparation of responses, and tracking follow-up actions.
Maintains files and records as assigned and files materials in a retrievable system.
Proofreads communications for content, style, grammar, and spelling errors.
Manages the end-to-end coordination of workshops, conferences, and in-service meetings, including event setup, timeline management, material preparation, consultant coordination, and ensuring logistical readiness.
Checks the accuracy of budget numbers, monitors budget balances and dispenses correct budget numbers when needed.
Provides updates and communication for the Technology Department, including Technology Board Report and CIO Impact Report.
Prepares and submits travel arrangements and reimbursement claims for the Chief Information Officer and departmental staff.
Processes monthly billing request forms for professional services, website development, and commissionable sales.
Submits payments for Circuits and Konica Minolta machines and performs Konica Minolta Meter Reads.
Collaborates with Marketing and other departments to facilitate marketing emails for conferences, workshops, events, and ESC updates.
Facilitates Thank You Cards for technology event vendors, CIO’s visitors, and districts that Technology Services department collaborates with.
Upholds Vendor Demonstration Policy for outside vendors requesting demonstrations.
Enters new hire personnel data into electronic systems (Skyward, TalentEd, HRMS) within two business days of receiving finalized employment documents.
Creates employee profiles in TalentEd Records, assigns default routing workflows, and maintains user permission updates.
Maintains, updates, and reconciles salary and compensation tracking spreadsheets monthly.
Logs and tracks new hire onboarding documentation checklists, background check clearances, and mandatory policy acknowledgments in TalentEd Records.
Processes employee status changes (COES forms, title adjustments, pay grade updates, and supervisor changes) in system databases.
Scans, indexes, and uploads hard-copy personnel files into the electronic document management system.
Processes employee termination actions in Skyward, HRMS, and TalentEd, including deactivating accounts and archiving electronic records.
Responds to routine employment verification requests in accordance with ESC policies and protocols.
Travels as a part of job responsibilities.
Maintains a functioning cell phone and is accessible through this phone.
Reports for work ready to perform responsibilities.
Performs duties that directly and/or indirectly impact student performance in Region 16.
Maintains a professional level of confidentiality regarding all ESC matters.
Supports the mission, goals, and objectives of the ESC strategic plan.
Upholds and adheres to safety rules and policies of the ESC safety program.
Performs professional responsibilities as required by ESC policies, processes, and procedures.
Manages time, calendar, and job responsibilities to meet deadlines.
Meets proficiency levels of required technology skills as outlined by the supervisor.
Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
Performs other duties as assigned.