Office Assistant, Special Education & School Support Services

JOB SUMMARY: Provide routine clerical support for assigned workgroups, maintain and organize office tasks, implement procedures and carry out additional administrative duties

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge

• High school diploma or GED required.
• One to Two years of clerical experience required.
• Working knowledge of basic office procedures and the operation of common office equipment.

Skills/Abilities

• Typing, proofreading and writing proficiency required.
• Demonstrated organizational skills to plan work and prioritize.
• Effective verbal and written communication skills.
• Proficiency in the use of English grammar, sentence construction, spelling, and punction.
• Ability to prioritize workflow to address the multiple needs of the department.
• Ability to multi-task numerous complex administrative activities.
• 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

• Compile information and prepare and maintain a wide variety of data and reports, according to established procedures and timelines to support staff members.
• Accurately prepare, process, and review contracts, purchase orders and payment authorizations for accuracy prior to being sent for signatures.
• Order and maintain inventory of program supplies and program equipment.
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Make meeting arrangements for program activities including preparing materials, scheduling and setting up facilities, facilitating as needed, manage catering for meetings or trainings as needed, and arranging equipment.
• Receive, sort, and distribute mail and other documents to appropriate staff.
• Provide budget reports to appropriate staff for monitoring expenditures.
• Ensure that all ordered materials and services are received and payments authorized prior to expiration of budget.
• Make travel arrangements and monitor any price changes prior to travel to accurately encumber funds for payment of services to include processing of staff travel reimbursement.
• Provide staff with a comprehensive itinerary that includes details of flights, accommodations, meeting schedules and transportation arrangements.

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.
• Serve at the will of the Executive Director.