Administrative Assistant IV

Primary Purpose:

To serve as a highly organized, proactive, and resourceful Administrative Assistant IV, providing executive-level support to the Chief Information Officer (CIO) and acting as an operational catalyst for the Technology Services department. This role is pivotal in managing key administrative functions, leading project and event coordination, and fostering a productive, collaborative, and potentially creative studio/departmental environment. This position ensures seamless daily operations, facilitates clear communication, and contributes significantly to the team's efficiency and strategic objectives at Region 16 Education Service Center (ESC).

Qualifications:

Education/Certification

High School diploma or GED required

Skills

4 to 7 years of progressively responsible administrative or executive assistant experience required.

Strong administrative foundation with proficiency in Microsoft Office Suite, Google Workspace, general office procedures (telephony, filing, data entry), and contemporary office technologies.

Exceptional organizational and time-management skills with meticulous attention to detail; ability to manage multiple priorities effectively and handle tasks under pressure.

Excellent written and verbal communication skills, characterized by clarity, professionalism, candor, and mastery of grammar, spelling, and punctuation.

Strong interpersonal skills with the ability to build rapport, collaborate effectively with diverse individuals (internal/external stakeholders), and project a positive, professional image.

Demonstrated proficiency in core executive support functions: proactive inbox management, action item tracking, complex calendar management, and professional note-taking.

Proven project management experience, including planning, execution, tracking progress, and coordinating resources.

Highly adaptable, driven, and proactive with the ability to take initiative, work independently, and contribute as a collaborative team member in a dynamic environment.

Service-oriented, self-motivated, and responsible, with creative problem-solving/critical thinking skills, and an unwavering commitment to discretion and high confidentiality.

Experience in an agency or media-focused environment and an aptitude for supporting a creative team/studio-like setting are preferred.

Working Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Must be physically able to tolerate prolonged sitting, frequent standing; occasional bending/stooping, pushing/pulling, twisting, and standing

Motion: Must be physically able to tolerate frequent standing and walking, repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching, occasional driving

Lifting: 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 occasional regionwide and/or statewide travel; regular exposure to noise

Mental Demands: Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasion

Regular Attendance is an essential function

Major Responsibilities and Duties:

Act as an operational catalyst for the Technology Services department, proactively identifying and implementing improvements to administrative processes and workflows to enhance efficiency, collaboration, and creativity.

Proactively manage the Chief Information Officer's (CIO) calendar, schedule meetings, anticipate needs, and resolve scheduling conflicts.

Facilitate the CIO's communication workflows, including the organization and prioritization of correspondence, preparation of responses, and tracking of follow-up actions.

Coordinate travel arrangements and prepare detailed itineraries for the CIO and other Technology Services staff.

Prepare agendas, attend meetings, and document key decisions and action items accurately and professionally.

Assist the CIO with reports, files, contracts, and documentation as needed by the department.

Provide project management support for departmental initiatives, including planning, tracking timelines, deliverables, action items, and coordinating stakeholder involvement.

Lead the planning, coordination, and execution of departmental conferences, EDNET 16 meetings (with CFO support), and other events, including managing logistics, vendor relations, attendee registration and communication, material preparation, on-site support, and post-event follow-up.

Manage departmental purchasing processes: create and manage requests for purchase for the ESC, Technology Department, and school districts; request and manage all technology-related purchases and assist with budget management..

Process all invoices for payment and request invoices to outside vendors, school districts, and other ESCs (Contracts System); review budgets in response to project needs.

Prepare invoices and ensure payments are tracked and paid timely.

Collaborate with other admin assistants to ensure meter read reporting and invoices for all ESC copiers are completed.

Manage Licenses and various product renewals utilized by the ESC and Technology.

Maintain a well-organized, welcoming, and efficient departmental environment conducive to creativity and productivity.

Facilitate communication and workflow within the department, acting as a key liaison for team members, guests, and vendors.

Actively cultivate a collaborative and positive team atmosphere that enhances creativity and productivity among team members.

Welcome visitors and receive calls for Technology staff in a professional and courteous manner.

Prepare and proofread correspondence, instructional materials, presentations, and other documents for content, style, grammar, and spelling errors; assist with production and distribution of department publishing.

Assist with district and ESC email inquiries as appropriate.

Serve as a resource for administrative processes and procedures within the Technology Department.

Collaborate with other Administrative Assistants in the department as needed.

Assist Technology leadership (e.g., Coordinator of Network Operations, Senior Manager of Managed Services, Technology Director, Software Development Manager)

Periodic travel required

Reports for work ready to perform responsibilities

Performs duties that directly and/or indirectly impact student performance in Region 16

Maintains a professional level of confidentiality regarding all ESC matters

Supports the mission, goals, and objectives of the ESC strategic plan

Upholds and adheres to safety rules and policies of the ESC safety program

Performs professional responsibilities as required by ESC policies, processes, and procedures

Manages time, calendar, and job responsibilities to meet deadlines

Meets proficiency levels of required technology skills as outlined by supervisor

Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor

Performs other duties as assigned

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

Evaluation of the performance of this job will be based on a combination of self-evaluation and the supervisor’s evaluation according to the procedures developed for all Education Service Center personnel. Employment in this position is contingent on performance, need, and funding.

I have read and received a copy of my job description. I understand this overrides anything I have been given or told in the past. I further understand that I am expected to follow my job as outlined above and if I have any questions concerning what is expected of me, I will speak with my immediate supervisor.