Primary Purpose
Supports the vision, mission, and strategic priorities of ESC Region 12 by providing administrative, operational, financial, customer service, and program support to an assigned department or division. Coordinates records, purchasing, travel, communications, meetings, sessions, and other department-specific processes to support efficient daily operations.
Qualifications
Education/Certification
- High school diploma or equivalent required
- One (1) year of administrative, clerical, customer service, program support, or related experience required
Special Knowledge/Skills
- Knowledge of general office practices, procedures, and records management
- Knowledge of basic purchasing, travel, and financial processing procedures
- Ability to perform department-specific administrative processes using established procedures
- Ability to maintain accurate records, reports, files, and supporting documentation
- Ability to use standard office software, databases, and department-specific systems
- Ability to enter, review, and maintain data accurately
- Ability to coordinate meetings, sessions, events, and related logistics
- Ability to proofread documents and communications for accuracy and clarity
- Ability to handle confidential or sensitive information appropriately
- Strong organizational and time-management skills
- Strong attention to detail and accuracy
- Ability to manage multiple assignments and meet established deadlines
- Excellent written, verbal, interpersonal, and customer service skills
- Ability to work independently within established procedures and collaborate effectively with others
- Ability to work collaboratively and support continuous improvement through Quality Management System (QMS) initiatives
General Responsibilities
- Provide administrative support based on the operational needs of the assigned department or division.
- Provide day-to-day administrative support to assigned directors, administrators, specialists, and department staff.
- Maintain calendars and coordinate scheduling for meetings, site visits, consultations, training sessions, and other departmental activities.
- Maintain departmental records, files, reports, databases, and other documentation.
- Enter, track, review, update, and maintain departmental data and information using organizational and department-specific systems.
- Prepare, process, track, and maintain purchase orders, invoices, contracts, travel documentation, budget-related records, and other assigned financial or administrative documents.
- Coordinate travel arrangements and maintain related documentation as assigned.
- Assist with time, leave, attendance, or other departmental records as assigned.
- Coordinate meeting, training, workshop, session, conference, and event logistics, including registration, attendance, materials, room arrangements, and closeout activities.
- Respond to telephone, email, in-person, and other customer inquiries and route requests to appropriate staff.
- Greet and assist visitors, participants, and other internal and external customers.
- Prepare, proofread, format, distribute, and maintain departmental communications, presentations, materials, and other documents.
- Perform department-specific administrative and program support processes requiring specialized training, including assigned reporting, documentation, data tracking, and system maintenance.
- Assist department staff with routine operational, program, purchasing, reporting, and records-related needs.
- Maintain confidentiality and safeguard sensitive organizational and customer information.
- Participate in professional development activities as required to maintain relevant knowledge and skills.
- A collaborative team player committed to fostering a positive workplace culture and driving continuous improvement through the implementation of Quality Management System (QMS) initiatives.
- Perform other duties as assigned.
Supervisory Responsibilities
No supervisory responsibilities
Security Requirements
All positions at ESC 12 are defined as security-sensitive. Security-sensitive positions are those which require employees to be entrusted with certain types of data, whether electronic or in paper form. Those data elements, as defined by the ESC 12 Data Classification and Handling Policy may include, but not limited to:
- Sensitive Personal Information (SPI)
- Personally, Identifiable Information (PII)
- Protected Health Information (PHI)
- Family Educational Records (FERPA Data)
- Federal Tax Information (FTI)
All employees must adhere to all security-related policies, standards, and procedures. This includes actively safeguarding data and immediately reporting any suspected loss or theft.
Mental Demands/Physical Demands/Environmental Factors
Travel
- Travel within the region and state as required
Tools/Equipment Used
- Standard office equipment, including a computer and related peripherals
Posture
- Prolonged sitting; occasional standing, bending, stooping, pushing, pulling, and twisting
Motion
- Repetitive hand motions, including frequent keyboarding and use of a mouse; occasional reaching
Lifting
- Occasionally lift and carry up to 20 pounds
Environment
- Work is performed primarily in an office environment and may include meeting, training, session, or event locations
- Schedule adjustments may occasionally be required based on departmental, session, or event needs
Mental Demands
- Manage multiple administrative tasks and priorities while meeting established deadlines
- Maintain accuracy when entering, processing, and reviewing records and documentation
- Work cooperatively and effectively with employees, customers, participants, and other stakeholders
- Maintain composure and professionalism when responding to customer and operational needs
- Adapt to changing departmental priorities and responsibilities
- Work effectively with frequent interruptions
This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Benefit Information
- ESC Region 12 provides a monetary contribution up to $575 per month to use for employee/family healthcare and supplemental benefits.
- Employee earns state personal, sick and vacation leave.
- All employees contribute to both: Teachers Retirement System (TRS) and Social Security retirement programs