Job Summary:  Assist assigned professional staff with clerical work and minor administrative and business details. Provide information/assistance to callers. Work with support staff in assisting with staff clerical needs, including composing and typing routine correspondence, sorting and processing incoming and outgoing mail and correspondence, e-mail, faxes, and making copies. Monitor workshop registrations, prepare materials for workshops, and provide clerical follow-up.

 

Qualifications:  

 

Education/Training:       

High School Diploma / GED

Prefer college hours or Associates Degree

 

Experience: At least one year of related experience. 

                    Prefer experience in work-related field. 

 

Knowledge / Skills:

                                Ability to build, develop, and inspire teams

                                Task execution (result oriented)

                                Build and cultivate relationships

                                Excellent communication
                                Financial knowledge

                              

Mental Demands/Physical Demands/Environmental Factors:

Must be able to maintain emotional control under stress

                                Work with frequent interruptions during scheduled work

                                Cooperate with staff members and outside customers

                                Ability to multi-task

                                Occasional travel and irregular hours

                                Majority of working conditions will be indoors

Major Responsibilities and Duties: 

1. Assist in relieving assigned professional staff of clerical work and minor administrative and business details as needed.
2. Screen incoming calls and correspondence and respond independently when possible, providing information/assistance to callers regarding general information; telephone presence conveys a positive and professional attitude to the caller.
3. Greet scheduled and unscheduled visitors in a welcoming and professional manner, inform the appropriate staff member of the visitor’s needs, and escort the visitor to the appropriate individual or place.
4. Research the best value for purchasing materials and verify expenses and balances in Ascender.
5. Answer and return phone calls and emails in a timely manner.
6. Monitor and track online registrations for assigned workshops.
7. Prepare materials including handouts, notebooks, book orders, etc., for assigned Special Education specialists.
8. Communicate regularly with assigned professionals to organize, and prioritize project tasks, and determine deadlines for the completion of tasks.
9. Assist with travel arrangements/reimbursements and prepare required documents in a timely manner.
10. Provide assistance as approved by SE administrators to other secretaries in the Center for Special Education in order to complete projects/tasks within timelines.
11. Work collaboratively with all ESC staff in serving the customers of Region 7 ESC.
12. Assist specialists and administrators with planning and implementation of online and other methods of alternative service delivery.
13. Create, maintain, and finalize workshop folders including Consultant Service Agreements, planning forms, and rosters in a timely manner.
14. Complete closing workshops in a timely manner.
15. On a daily basis, collect and organize ESC paperwork that requires a signature (forms, time accounting, etc.) for submission to SE administrators.
16. Verify expenses and balances for assigned grant funds through Ascender.
17. Assist Administrators and specialists with budget requests and amendments, as needed.
18. Assist assigned staff with workshops relating to assigned programmatic areas.
19. Maintain the Special Education library.
20. Maintain Materials Received forms and database for the Center for Special Education.
21. Prepare PowerPoint presentations for monthly Special Education Directors’ meetings.
22. Review the website and Livebinders monthly for accuracy.

• Regular and reliable attendance.
• Other duties as assigned.

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties, and skills required.

 

Funding

All Region 7 employees are at-will employees.  Because your assignment is funded by grants, federal funding, and/or special funding, your continued employment is expressly conditioned on the availability of funding for the position.  If funding becomes unavailable due to loss of state/federal funding or due to financial constraints of Region 7 ESC, your position is subject to immediate termination.