Administrative Assistant IV

Education Service Center Region 16

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 degree or GED required

Skills

4 to 7 years job-related experience required
Required proficiency in Microsoft Office Suite, spelling, punctuation, and grammar
Preferred proficiency in Google G Suite
Skilled in general office procedures including answering telephone, filing, data entry, and maintaining an organized workspace required
Excellent communication skills
Demonstrated ability to exercise judgment and independent thinking
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
Ability to provide and coordinate training and orientation of organizational processes, policies, and procedures
Discretion and high confidentiality required

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 regionwide and/or statewide travel; 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:

Assists the Senior Director of Operations & Field Services with Internal Operations.
Responsible for assisting in the purchase and invoice submission process for TexBuy.
Assists with purchasing contracts to ensure compliance with all terms and conditions.
Assists and develops Requests for Proposals (RFP), Requests for Offers (RFO), Requests for Qualifications (RFQ) as directed by the Senior Director of Operations & Field Services.
Assists with Region 16's purchasing process, including bid management and vendor management using the Ion Wave Purchasing Software System.
Assists potential TexBuy members in understanding and completing the necessary steps in becoming a TexBuy member.
Supports TexBuy staff attending conferences as a This will include shipping conference materials, confirming delivery, reserving booth space, and providing necessary documentation, such as insurance requirements.
Places all orders for tangible goods.
Works with Marketing for customized logo items and outside presenter workshop materials for Bell location staff.
Assists the Business Office in submitting requests for replacement or refund for tangible goods not received or damaged in transit.
Submits purchase orders for payment after receipt of tangible goods not received or damaged in transit.
Performs clerical duties required within Internal Operations.
Receives calls and visitors and records messages for Internal Operations personnel.
Assists in the distribution of Internal Operations mail.
Maintains website and "Help!" page for Internal Operations
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

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Vacancy posted 1 day ago

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