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/CertificationA high school diploma requiredAssociates degree preferred Skills7+ years of job-related experience preferredExperience as an executive assistant or in a high-level administrative office preferredProjects a highly positive and professional image to internal and external customersMust be articulate and polished when interacting with othersAbility to take initiative and begin projects with minimal instructionOrganized and meets the various demands of a fast-paced work environmentProficiency in screening and routing correspondence requiredExcellent written communication skills are required, including excellent proofreading and editing skillsRequired proficiency in Google Suite, Microsoft Office Suite, Project Management Software, and Adobe AcrobatSkilled in general office procedures, including answering telephone, filing, data entry, and maintaining an organized workspaceProven ability to handle sensitive issues and confidential information with discretionProfessional dress requiredMust be customer service-oriented, a team player, self-motivated, and responsible to complete all assignmentsExhibits tact and relates well to peopleAbility to handle multiple tasks under pressure with easeProjects 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 peripheralsPosture: Must be physically able to tolerate prolonged sitting, frequent standing, occasional bending/stooping, pushing/pulling, twisting, and standingMotion: Must be physically able to tolerate frequent standing and walking, repetitive hand motions, frequent keyboarding, and use of mouse; occasional reaching, occasional drivingLifting: 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 noiseMental Demands: Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasionRegular Attendance is an essential functionMajor Responsibilities and Duties:Performs general administrative assistant duties under the direction of the Chief Financial OfficerProvides 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 workflowsProactively manages Chief Financial Officer's calendar, schedules meetings, anticipates needs and resolves scheduling conflictsPrepares 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 reportsMaintains files and records as assigned and files materials in a retrievable systemProofread communications for content, style, grammar, and spelling errorsOrganizes 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 workshopChecks the accuracy of budget numbers in response to program needs, monitors budget balances and dispenses correct budget numbers when neededProvides updates and communication for the Business Office, including but not limited to Financial Board Report and Service Area Update.Follows established ESC telephone protocolMaintains 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 consultantsProvide project management support for departmental initiatives, including planning, tracking timelines, deliverables, action items, and coordinating stakeholder involvementSupports 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 responsibilitiesPerforms duties that directly and/or indirectly impact student performance in Region 16Maintains a professional level of confidentiality regarding all ESC mattersSupports the mission, goals, and objectives of the ESC strategic planUpholds and adheres to safety rules and policies of the ESC safety programPerforms professional responsibilities as required by ESC policies, processes, and proceduresManages time, calendar, and job responsibilities to meet deadlinesMeets proficiency levels of required technology skills as outlined by supervisorIncorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisorPerforms other duties as assigned