Administrative Assistant

Job Description

To support the vision, mission, and strategic priorities of ESC Region 12\. Administrative Assistant serves as a high\-level coordinator who oversees the work of others and supports executive\-level strategy. Delivers executive\-level support to Deputy Executive Directors, focusing on divisional budget integrity, professional development for support staff, and the design of high\-stakes communications and legal updates.

• Oversee the creation, design, and accuracy of written communication before release.
• Maintain budgets, prepare and track purchase orders
• Maintain leave and time report records
• Handle travel arrangements and schedules
• Work closely with other departments \& divisions
• Assist with the preparation of materials for board meetings
• Serve as backup support to departments within the Division
• Manage workshops/sessions and events
• Participate in ESC Region 12 and/or other professional development opportunities.
• Responsible for the administration of the fleet vehicles, including credit card management, fleet vehicle use form processing, toll tag and car wash tag distribution, maintenance schedules, and vehicle inspections.

Education/Certification

• Bachelor's degree preferred

Special Knowledge/Skills

• Excellent written, verbal, and interpersonal communication skills; proven ability to deliver effective presentations to diverse groups.
• Highly organized self\-starter able to coordinate complex projects and manage program logistics through proactive problem\-solving.
• Ability to research/interpret complex policies and translate data into actionable insights using advanced software (spreadsheets and word processing).
• A collaborative team player committed to a positive workplace culture and continuous improvement through Quality Management System (QMS) initiatives.
• Attend professional development as required to maintain skills and knowledge.
• Executes data entry, workshop preparation, and office procedures for sessions and conferences.

General Responsibilities

• Provides high\-level support to Deputy Executive Directors. Takes a leadership role by coordinating support staff meetings and professional development for the entire region or division.
• Maintains and monitors budgets at the executive level. Manages complex reporting systems, such as TimeClock Plus and Concur Travel Reports, ensuring compliance across broader divisions.
• Oversees the creation and design of executive\-level communication. Ensures the highest level of accuracy for high\-stakes documents
• Focuses on event management while ensuring cross\-departmental consistency in event execution.
• Assist in coordinating support staff meetings and professional development

The applicant needs to possess these core values through words and actions to build positive, long term relationships with customers by demonstrating:

• Professionalism while demonstrating integrity, respect for others, expertise, and credibility at all times
• Quality in delivering what I promise and help create superior programs and services that add value beyond what is expected
• Teamwork by working cooperatively with others to promote a positive and fun work environment
• Adaptability by being flexible, attentive to change and ready to move quickly and decisively in response to the needs of customers
• Innovation by contributing to the implementation of new or significantly improved services and delivery methods
• Superior Service by providing personable, direct attention that delivers customer satisfaction beyond what is expected

Security Requirements

All positions at ESC 12 are defined as security\-sensitive. Security\-sensitive positions are those which require employees to be entrusted with certain types of data, whether electronic or in paper form. Those data elements, as defined by the ESC 12 Data Classification and Handling Policy may include, but not limited to:

• Sensitive Personal Information (SPI)
• Personally, Identifiable Information (PII)
• Protected Health Information (PHI)
• Family Educational Records (FERPA Data)
• Federal Tax Information (FTI)

All employees must adhere to all security\-related policies, standards, and procedures. This includes actively safeguarding data and immediately reporting any suspected loss or theft.

Mental Demands/Physical Demands/Environmental Factors

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Travel

• Travel within the region, state, and nation when appropriate

Tools/Equipment Used

• Standard office equipment, including a personal computer and peripherals

Posture

• Prolonged sitting, occasional bending/stooping, pushing/pulling, and twisting

Motion

• Repetitive hand motions, including frequent keyboarding and use of a mouse; occasional reaching

Lifting

• Occasional light lifting and carrying (less than 15 pounds)

Environment

• May work prolonged or irregular hours, frequent regional travel, occasional statewide travel, and out\-of\-state travel

Mental Demands

• Manage multiple tasks and work cooperatively with others,
• Maintain a calm attitude in demanding situations,
• Make changes and adapt to various responsibilities on an ongoing basis, and
• Work with frequent interruptions, tight deadlines, and limited office space.

Benefit Information

• ESC Region 12 provides monetary contributions of up to $575 per month for employee/family healthcare and supplemental benefits.
• An employee earns state personal, sick, and vacation leave.
• All employees contribute to both the Teachers' Retirement System (TRS) and the Social Security retirement programs.