| DISTRICT: | Region10 Education Service Center |
| STATUS: | CLOSED |
| POSTING DATE: | 11/03/2022 |
| CLOSING DATE: | |
| POSTING NUMBER: | 086437 |
| LOCATION: | Office of Federal Programs, R10 |
| POSITION: | Administrative Assistant III |
| JOB DESCRIPTION: | Primary Purpose:
- Function as clerical support to the Federal Program Administrator.
- Responsible for the efficient and effective coordination of activities and accomplishment of job tasks as related to the Office of Federal Programs.
- Support the activities and purposes of the Office of Federal Programs, including the ESSA & ESSER SSAs, Private-Non-Profit Cooperative, and the State Allotments Cooperative.
- Assist with scheduling, invoicing, and managing the budgets for cooperatives and supplemental support services
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| JOB QUALIFICATIONS: | Education/Certifications:
- High School Diploma
- Prefer professional secretarial training, college training or the equivalent experience
Special Knowledge/Skills:
- Excellent bookkeeping skills
- Proficient typist, experienced in use of Google Apps
- Database development and management
- Business correspondence and procedures
- Effective interpersonal and communication skills
- Ability to manage multiple responsibilities with minimal supervision
- Detail oriented
- Effective team member
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| DUTIES AND RESPONSIBILITIES: |
Organization
- Demonstrate efficient organizational skills
- Demonstrate accurate record keeping skills
- Process and schedule travel for professional staff
- Process monthly timesheets, master payroll for new hire, promotions, and separations
Maintenance of Databases
- Assist with maintenance of all databases to track activities of program participation
- Follow Office of Federal Programs procedures relating to database entry
Contracts
- Develop and maintain databases for contracted consultants, presenters and others as required
- Prepare contract with correct information as provided
- Keep records of contracts and current status
Invoices and Purchase Orders
- Prepare and process invoices/purchase orders accurately as directed
- File copies for specified program needs as directed
Bookkeeping
- Prepare and process payments (i.e. stipends, travel reimbursements, program purchases) with correct information as provided
- Maintain records required for annual audits to assure accuracy
Supply Orders
- Maintain an efficient system for ordering supplies to support needs of program
- Ensure that materials are received as delivered and stored for efficient access
Management of Routine Work Activities
- Perform copying, filing and typing on time and correctly
- Maintain masters and other documents in an organized and convenient manner
- Submit work orders for phone or computer issues through Jira for areas within the Office of Federal Programs
Calendaring and Appointments
- Maintain the calendar and appointments the Federal Program Administrator
- Assist with setting and recording of appointments as requested
Communication
- Answer phones promptly and courteously
- Prioritize phone messages, voicemail and email messages efficiently
- Provide accurate program information in response to telephone, written, and personal inquiries
- Provide effective interface in problematic customer service situations
- Update program participants and contracted consultants regarding pertinent program information and requirements
Professional Development
- Demonstrate knowledge of current program information consistently
- Attend, participate and implement strategies from staff development, training and meetings
- Assess own knowledge, skills and abilities to set well-defined and realistic goals
Other Duties
- Perform all duties within the framework of Region 10 policies and procedures
- Perform services as assigned by the Federal Program Administrator
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| REQUIRED EXPERIENCE: |
- Five years of advanced secretarial experience in a multi-personnel environment
- Experience in maintaining accurate records
- Computer expertise with various software applications
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| OTHER INFORMATION: | Submitted applications will be reviewed and applicants may be selected for interviews during the posted time-frame. Offer for employment may occur during the posted period. |
| APPLY TO: | www.teacherjobnet.org |
| SALARY: | $38,375-$47,338 (Estimate based on experience and skill set.) |
| MONTHS: | 12 |
| WORK HOURS: | FROM - 7:30 am TO - 4:00 pm |
| GRADE / STEP: | PG 205 |
| START DATE: | ASAP |
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