Operations Assistant, Educator Certification

JOB SUMMARY: Provide clients and staff with high quality support in the area of educator certifications. Conduct program application screening and processing that includes GPA computation, admission requirements verification, and initiation of electronic and paper documentation for all applicants. Assist with the management and maintenance of educator accounts including, but not limited to, researching and resolving problems, generating necessary reports, and conducting follow-up on account balances and required forms.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge

• High school diploma or GED required.
• Two to three years of secretarial experience required with a high level of proficiency.
• Accounts payable/receivable and/or data entry preferred.
• Experience in educational setting preferred.

Skills/Abilities

• Typing, proofreading and writing proficiency required.
• Demonstrated competence in: records management and confidential filing system, handling detailed procedures and forms in an accurate and expedient manner.
• Ability to provide exceptional customer service via email, telephone, or face-to-face with clarity and courtesy while communicating accurate information.
• Ability to use excellent organizational skills in order to analyze and organize tasks in a logical sequence for expedient accomplishment.
• Ability to manage multiple projects in a fast-paced environment and work with minimal supervision. Demonstrated proficiency in the management and maintenance of electronic data and reports.
• 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

• Support the educator certification admission process.
• Process program applications by conducting detailed transcript evaluations which include calculating cumulative GPA and verification that educator certification applicants have met all prerequisite admission requirements.
• Assist with the management, support, and facilitation of electronic data and paper documentation for all educator certification applicants.
• Organize and support vendor opportunities to promote program enrollment. Provide support to educator certification staff.
• Screen and conduct a mathematical analysis of grades that results in cumulative grade point average earned in a 3.0 (Quarter System) and/or 4.0 (Traditional System).
• Process, verify, and reconcile daily transactions through the identified payment system. Generate and document all notices for current and past due accounts.
• Process data and document reasons for external orders and adjustments through payment management system Assist with preparing and posting daily bank deposits as needed.
• Generate and distribute billing/collection reports monthly to program supervisor.
• Organize, control and maintain related documentation requirements for educator certification.
• Ensure the security of the work area and certification documents during assigned working hours. Follow written and verbal directions.
• Read, initiate and suggest improvements to all educator certification admission and document technical procedures. Assist in capturing specific information required for state and federal reports.
• Assist in maintaining certification database.
• Record transcripts, documents, payments, adjustments, receipts, and forms in database system. Organize and maintain the required documents in educator certification candidate files.
• Make accurate decisions regarding certification operating procedures in order to avoid inaccurate data. Take clear notes of problems and/or suggestions of the clients received over the telephone.
• Work collaboratively with internal and external clients including TEA, ESCs, and other relevant stakeholders.

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; frequent travel; and, occasional remote work (after pre-determined length of employment).
• 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.
• Serve at the will of the Executive Director.