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