Administrative Assistant IV

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