Part-Time Administrative Assistant III

Primary Purpose:

To support Region 16 Education Service Center (ESC) and the Title I, Part A Parent and Family Engagement Statewide Initiative by providing administrative assistance accurately and efficiently to ensure quality results in a professional and timely manner.

Qualifications:

Education/Certification

• High School diploma or GED required
• Ability to complete all Google Basics On\-Demand trainings within the first six month of employment
• Ability to understand tracking and spending of federal, state, and local funds within the first six months of employment

Skills

• 3 to 5 years job\-related experience required
• Required proficiency in Microsoft Office Suite, Google Workspace, spelling, punctuation, and grammar
• Skilled in general office procedures, including answering telephones, filing, data entry, and maintaining an organized workspace
• 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

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 travel between work sites; 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:

• Provides high\-level support to the PFE Coordinator, including managing professional correspondence, triaging phone calls, and accurately processing service requests and messages.
• Manages the end\-to\-end processing of all POs, contracts, and event orders; includes gathering backup documentation, securing signatures, and tracking through to delivery or payment.
• Monitors the accuracy of budget balances and commodity codes in response to program needs; collaborates with the Business Office to resolve discrepancies.
• Maintains a retrievable filing system for all departmental records and digital files as assigned by the PFE Coordinator.
• Maintains and models professional, constructive relationships with all internal and external clients, vendors, and partners.
• Coordinates travel arrangements and processes all subsequent reimbursement claims and paperwork through the Business Office.
• Follows established ESC telephone protocol.
• 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.