Administrative Assistant IV

Primary Purpose:

To provide high-level executive administrative support to the Chief Information Officer (CIO) and coordinate technology department operations. Coordinate executive scheduling, departmental budgets, vendor contracts, marketing communications, and event logistics while executing end-to-end personnel data entry, onboarding workflows, and records retention in accordance with Region 16 ESC policies, state compliance standards, and established retention schedules.

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 frequent districtwide travel and occasional 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:

• Performs general administrative assistant duties under the direction of the Chief Information Officer
• Proactively manages Chief Information Officer’s calendar, schedules meetings, anticipates needs and resolves scheduling conflicts
• Prepares correspondence, reports, purchase orders, required forms, registrations, etc, ensuring that all backup documents are included.
• Facilitates CIO’s communication workflows, including organization and prioritization of correspondence, preparation of responses, and tracking follow-up actions.
• Maintains files and records as assigned and files materials in a retrievable system
• Proofread communications for content, style, grammar, and spelling errors
• Manages the end-to-end coordination of workshops, conferences, and in-service meetings. This includes event setup in escWorks, timeline management, material preparation (handouts, supplies), consultant coordination, and ensuring logistical readiness for all sessions.
• Checks the accuracy of budget numbers in response to program needs, monitors budget balances and dispenses correct budget numbers when needed
• Provides updates and communication for the Technology Department, including but not limited to Technology Board Report and CIO Impact Report.
• Prepares and submits travel arrangements form to travel buyer enters travel reimbursement claims and submits paperwork to Business Office for the Chief Information Officer and departmental staff.
• Processes monthly billing request forms for professional services, website development, and commissionable sales
• Submits payments to Business Office for Circuits and Konica Minolta machines and performs Konica Minolta Meter Reads and provides them to Konica Minolta
• Collaborate with Marketing and other departments to facilitate the sending of marketing emails to specific databases for conferences, workshops, events and ESC updates
• Facilitates Thank You Cards for technology event vendors, CIO’s visitors, and to districts that Technology Services department collaborates and connects with
• Upholds Vendor Demonstration Policy to outside vendors who request to perform demonstrations at Region 16
• Enter new hire personnel data into electronic systems (Skyward, TalentEd, HRMS) within two business days of receiving finalized employment documents.
• Create employee profiles in TalentEd Records, assign default routing workflows, and maintain user permission updates following supervisor approval.
• Maintain, update, and reconcile salary and compensation tracking spreadsheets monthly to ensure alignment across Skyward, HRMS, and departmental records.
• Log and track new hire onboarding documentation checklists, background check clearances, and mandatory policy acknowledgments in TalentEd Records to ensure compliance prior to the employee start date.
• Process employee status changes (COES forms, title adjustments, pay grade updates, and supervisor changes) in system databases within established processing windows.
• Scan, index, and upload hard-copy personnel files into the electronic document management system following established state retention schedules and confidentiality standards.
• Process employee termination actions in Skyward, HRMS, and TalentEd, including deactivating accounts and archiving electronic records within one business day of separation.
• Respond to routine employment verification requests in accordance with ESC policies and protocols.
• Travels as a part of job responsibilities.
• Maintains a functioning cell phone and is accessible through this phone as deemed appropriate by the service area director. A functioning cell phone means that it is charged, activated, messages checked, and mailbox emptied regularly.
• 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 the supervisor.
• Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
• Performs other duties as assigned.

Supervisory Responsibilities:

Supervises and evaluates the performance of the following:

• None