Administrative Assistant IV

Primary Purpose:

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.

Qualifications:

Education/Certification

• A high school diploma required
• Associates degree preferred

Skills

• 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

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 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