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Administrative Assistant, Division Director, Business Operations Services
Administrative Assistant, Division Director, Business Operations ServicesEducation Service Center, Region 20 • San Antonio, TX, United States
Administrative Assistant, Division Director, Business Operations Services

Administrative Assistant, Division Director, Business Operations Services

Education Service Center, Region 20 • San Antonio, TX, United States
9 days ago
Job type
  • Full-time
Job description

Description

JOB SUMMARY : Provide administrative assistance and overall administrative support to the Co-Division Directors (Chief Operating Officer and Chief HR Officer) and Business and Operations Services (BOS) components. Maintain efficient communications, procedures, and workflow for the administration and management of the Division. Assist in the quality control of correspondence, Center-related forms, and reports of the Division. Exemplify leadership by modeling ESC-20's mission, vision and core beliefs.

POSITION REQUIREMENTS :

JOB KNOWLEDGE, SKILLS / ABILITIES

Knowledge

  • High school diploma or GED required; Bachelor's degree preferred.
  • Three to five years of experience as an administrative assistant required.
  • Comprehensive knowledge of principles of office management and experience in advanced administrative work.

Skills / Abilities

  • Typing, proofreading and writing proficiency required.
  • Demonstrated exceptional verbal and written communication skills.
  • Demonstrated exceptional organizational skills to plan work and prioritize required.
  • Ability to demonstrate diplomacy and tact when dealing with internal and external clients in person and on the telephone.
  • Knowledge of business grammar, punctuation, spelling and math.
  • Proficiency with standard functions within applications such as Microsoft 365 / Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
  • Proficiency with computers (PCs and / or MACs) to include file and desktop management and operations, and working in a cloud-based and / or networked environment.
  • Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

    • PRODUCTS / OUTCOMES

    General Administrative Functions

  • Provide administrative support to the Co-Division Directors (Chief Operating Officer and Chief Human Resources Officer) and Business and Operations Services staff.
  • Assist callers and visitors in clearly defining needs and direct them to the proper person for assistance.
  • Produce error free and grammatically correct letters, memos, forms, agendas, fax and e-mail.
  • Process documents, correspondence, and interoffice communications as instructed, including preparing documents for electronic routing / signature or hardcopy mail.
  • Review and check all documents and correspondence for accuracy in spelling and formatting prior to obtaining Co-Division Director signature.
  • Prepare job offer letters for signature of the Co-Division Directors and Executive Director.
  • Prepare, review, and process requisitions, purchase orders, renewals, contracts, and supporting documents, ensuring accuracy prior to approval / signature by Co-Division Director.
  • Monitor and process payment of vendor invoices.
  • Maintain log of purchase orders and assist with year-end close of POs.
  • Assist with inventory of materials and supplies for Division workgroups; proactively order as needed.
  • Maintain and manage postal stamps and petty cash.
  • Coordinate travel arrangements and registration for Division Directors and designated staff.
  • Schedule weekly, monthly, and quarterly meetings (i.e., Component Reviews, Division Meetings, Staff Meetings, etc.); reserve rooms and send appointments to applicable staff.
  • Coordinate, manage, and maintain an accurate and proactive schedule with corresponding arrangements and calendar appointments for Division Directors and designated staff.
  • Arrange logistics (e.g. room reservations, supplies, documents, travel, prepare agendas, etc.) for Division meetings, retreats, conferences, and interviews.
  • Maintain and update Division work schedules on Intranet as received.
  • Collect data for the quarterly Standards and Indicators Report.
  • Create online workshops and registration through learning management system as requested.
  • Assist with the workload of other Administrative Assistants in their absence or as needed.

    • Records Management / Document Control

  • Coordinate and prepare ESC-20 board agenda items for transmittal to the Executive Assistant, ensuring accuracy.
  • Review and prepare edits and formatting of Center Policies and Administrative Procedures.
  • Administer the master repository of Centerwide Administrative Procedures; assist staff with updating according to established protocol and in accordance with official records management requirements.
  • Maintain and update Division job descriptions, conferring with Human Resource Services (HRS) as needed.
  • Maintain organizational charts for the Center. Submit updates to Human Resource Services.

    • Human Resources / Communication, Design and Marketing Functions

  • Prepare packets / documents, supplies, and logistics for New Employee Orientation (e.g., room reservations, lunch order and pickup, etc.).
  • Process Centerwide ESC-20 logo shirt orders, including : collecting staff order forms and payment, purchasing, and distributing.
  • Process Centerwide name tag and name sign orders, including : collecting order forms, purchasing materials, assembling, and distributing.
  • Process Centerwide business card orders in a timely manner, including : completing financial records for billing, and checking accuracy of final products before distributing to Administrative Assistants.
  • Schedule exit appointments and prepare separation packets / documents.
  • Assist Human Resources with ensuring electronic personnel file document scanning is kept current.
  • Assist with Center Events (e.g., preparation, setup, purchase orders, cleanup, etc.).
  • Assist with annual Centerwide charitable giving campaign donations, including tracking and receiving donations and working with external clients / recipients for distribution.
  • Assist the Communications, Design, and Marketing workgroup with administrative processes (e.g., eStore management and fulfilment, client quotes for products / services, revenue log and tracking, annual Teacher of the Year process, Teacher Appreciation Week, Holiday Card Contest, etc.)

    • Business and Operations Functions

  • Prepare and process the daily remote deposit.
  • Prepare monthly cash deposits.
  • Verify and distribute expense checks to Center staff.
  • Establish and maintain control on Center insurance policies, including : initiating and documenting changes, payments, refunds, and claims.
  • Establish and maintain control on contracts, agreements including : transmitting documents for signature, and distributing and filing fully executed copies. (maintenance / renewal of software licenses)
  • Establish and maintain administrative files such as audits, motor vehicles (obtaining titles and licenses), legislation, opinions, laws, rules and regulations, tax exemption, state, federal and local agencies.
  • Prepare invoices for Financial business services interlocal agreements.

    • INITIATIVE

  • Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
  • Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
  • Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
  • Remain current with industry standards, developments, and applicable laws / regulations; implement accordingly.
  • Demonstrate flexibility and adaptability to new situations and assignments.
  • Set challenging goals and reach a high standard of performance despite barriers encountered.
  • Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
  • Promote and support continuous improvement and organizational change.
  • Work under minimal supervision.

    • COMMUNICATION / HUMAN RELATIONS

  • Model the Principles of Public Service (Policy AD LOCAL).
  • Communicate in a timely and effective manner and interact professionally.
  • Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
  • Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
  • Demonstrate professional-level written and oral communication skills.
  • Work collaboratively in a team setting.
  • Keep supervisors informed.
  • Regularly handle and maintain confidentiality of sensitive communications and information at all times.

    • SUPERVISION AND ORGANIZATION OF STAFF

  • None.

    • BUDGET RESPONSIBILITY

  • Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

    • PHYSICAL / MENTAL DEMANDS & ENVIRONMENTAL FACTORS

  • Tools / Equipment Used : Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
  • Posture : Prolonged sitting; occasional standing, bending / stooping, pushing / pulling, and twisting.
  • Motion : Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
  • Lifting : Light lifting and carrying (less than 15 pounds); occasional heavy lifting / carrying (15-50 pounds).
  • Environment : This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings / meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel.
  • Mental Demands : Work with frequent interruptions; maintain emotional control under stress.

    • ADDITIONAL REQUIREMENTS

  • Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
  • Function within the policies and procedures of ESC-20.
  • Accept other responsibilities as assigned.
  • Dress and groom appropriately for the ESC-20 work setting.
  • Travel independently to fulfill responsibilities of the position.
  • Maintain regular and reliable attendance, majority in-person / onsite.
  • Work overtime as required on a scheduled or emergency basis.
  • Serve at the will of the Executive Director.
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    Administrative Assistant • San Antonio, TX, United States

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