Administrative Assistant IV

Administrative Assistant IV Texas ESC Region 16 Amarillo, Bell Street Location - Amarillo, Texas Open in Google Maps This job is also posted in Texas ESC Region 16 Job Details Job ID: 5947779 Application Deadline: Posted until filled Posted: Oct 01, 2026 5:00 AM (UTC) Starting Date: Immediately Job Description Primary Purpose To provide high-level executive administrative support to the Chief Information Officer (CIO) and coordinate technology department operations. Coordinate executive scheduling, departmental budgets, vendor contracts, marketing communications, and event logistics while executing end-to-end personnel data entry, onboarding workflows, and records retention in accordance with Region 16 ESC policies, state compliance standards, and established retention schedules. Qualifications Education/Certification High School diploma or GED required Skills 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. Experience in an agency or media-focused environment and an aptitude for supporting a creative team/studio-like setting are preferred. 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 frequent districtwide travel and occasional 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 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 Proofread communications for content, style, grammar, and spelling errors Manages the end-to-end coordination of workshops, conferences, and in-service meetings. This includes event setup in escWorks, timeline management, material preparation (handouts, supplies), consultant coordination, and ensuring logistical readiness for all sessions. 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 Technology Department, including but not limited to Technology Board Report and CIO Impact Report. Prepares and submits travel arrangements form to travel buyer enters travel reimbursement claims and submits paperwork to Business Office for the Chief Information Officer and departmental staff. Processes monthly billing request forms for professional services, website development, and commissionable sales Submits payments to Business Office for Circuits and Konica Minolta machines and performs Konica Minolta Meter Reads and provides them to Konica Minolta Collaborate with Marketing and other departments to facilitate the sending of marketing emails to specific databases for conferences, workshops, events and ESC updates Facilitates Thank You Cards for technology event vendors, CIO’s visitors, and to districts that Technology Services department collaborates and connects with Upholds Vendor Demonstration Policy to outside vendors who request to perform demonstrations at Region 16 Enter new hire personnel data into electronic systems (Skyward, TalentEd, HRMS) within two business days of receiving finalized employment documents. Create employee profiles in TalentEd Records, assign default routing workflows, and maintain user permission updates following supervisor approval. Maintain, update, and reconcile salary and compensation tracking spreadsheets monthly to ensure alignment across Skyward, HRMS, and departmental records. Log and track new hire onboarding documentation checklists, background check clearances, and mandatory policy acknowledgments in TalentEd Records to ensure compliance prior to the employee start date. Process employee status changes (COES forms, title adjustments, pay grade updates, and supervisor changes) in system databases within established processing windows. Scan, index, and upload hard-copy personnel files into the electronic document management system following established state retention schedules and confidentiality standards. Process employee termination actions in Skyward, HRMS, and TalentEd, including deactivating accounts and archiving electronic records within one business day of separation. Respond 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 as deemed appropriate by the service area director. A functioning cell phone means that it is charged, activated, messages checked, and mailbox emptied regularly. 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. Supervisory Responsibilities None Position Type: Full-Time Salary: $19.64 to $24.55 AS-5 Job Requirements Citizenship, residency or work visa required Contact Information Leslyn Boyles , Coordinator of Employee Experience Amarillo, Bell Street Location Email: View email address on click.appcast.io Map The content you submit, offer, contribute, attach, post, or display (each a “Submission”) will be viewed by other users of the service who may or may not be accurately representing who they are or who they represent. Do not include any sensitive data in your submissions. Any submission or any use or reliance on any content or materials posted via the service or obtained by you through the use of the service is at your own risk. “Sensitive data” for purposes of this section means social security or other government‑issued identification numbers, medical or health information, account security information, individual financial account information, credit/debit/gift or other payment card information, account passwords, individual credit and income information or any other sensitive personal data as defined under applicable laws. #J-18808-Ljbffr Texas ESC Region 16