Administrative Assistant IV

Texas ESC Region 16•Amarillo, TX

1d•Onsite

About The Position

This position provides highly advanced and confidential administrative support for the Chief Financial Officer. The primary goal is to give the Chief Financial Officer every opportunity to accomplish the goals of Region 16 ESC by screening telephone calls, mail, and email, and assisting with tasks that would divert them from their primary responsibilities.

Requirements

A high school diploma required
7+ years of job-related experience preferred
Experience as an executive assistant or in a high-level administrative office preferred
Projects a highly positive and professional image to internal and external customers
Must be articulate and polished when interacting with others
Ability to take initiative and begin projects with minimal instruction
Organized and meets the various demands of a fast-paced work environment
Proficiency in screening and routing correspondence required
Excellent written communication skills are required, including excellent proofreading and editing skills
Required proficiency in Google Suite, Microsoft Office Suite, Project Management Software, and Adobe Acrobat
Skilled in general office procedures, including answering telephone, filing, data entry, and maintaining an organized workspace
Proven ability to handle sensitive issues and confidential information with discretion
Professional dress required
Must be customer 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
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

Associates degree preferred

Responsibilities

Performs general administrative assistant duties under the direction of the Chief Financial Officer
Provides support for the service area leaders and staff as needed.
Act as an operational catalyst for the Business Office, proactively identifying and implementing improvements to administrative processes and workflows
Proactively manages Chief Financial 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 CFO’s communication workflows, including organization and prioritization of correspondence, preparation of responses, and tracking follow-up actions.
Collaborate with and support the Executive Services Associate with tasks to support all Executive Services training and events.
Assists in the completion of projects, including printing, binding, collating, addressing, and distributing final projects and reports
Maintains files and records as assigned and files materials in a retrievable system
Proofread communications for content, style, grammar, and spelling errors
Organizes and prepares materials for workshops, conferences, in-service meetings, and department reports, including overseeing that rooms are ready and all needed supplies have been delivered prior to workshop
Checks the accuracy of budget numbers in response to program needs, monitors budget balances and dispenses correct budget numbers when needed
Provides updates and communication for the Business Office, including but not limited to Financial Board Report and Service Area Update.
Follows established ESC telephone protocol
Maintains professional relationships with clients and vendors.
Assists and serves as the primary resource for administrative assistants in the Business Office and other departments to provide training, support, and procedural direction.
Prepares and submits travel arrangements information as applicable and enters travel reimbursement claims and submits paperwork for Business Office staff.
Sets up workshops and conferences in escWorks and follows a timeline until completion of workshop or conference. This may include preparing and printing handouts, preparing and submitting required paperwork for outside consultants
Provide project management support for departmental initiatives, including planning, tracking timelines, deliverables, action items, and coordinating stakeholder involvement
Supports other departments' conferences and events as needed.
Assist Business Office leadership (e.g., Grants and Budget Accountant, Staff Accountant, Grants Specialist).
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 supervisor
Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor
Performs other duties as assigned