Job Description
Description
JOB SUMMARY : Provide routine clerical support for assigned workgroups.
POSITION REQUIREMENTS :
JOB KNOWLEDGE
High school diploma or GED required.
Two to three years of clerical experience required.
Typing, proofreading and writing proficiency required.
Demonstrated organizational skills to plan work and prioritize.
Working knowledge of basic office procedures and the operation of common office equipment.
Effective verbal and written communication skills.
Proficiency in the use of English grammar, sentence construction, and basic arithmetic calculations.
Ability to prioritize workflow to address the multiple needs of the supervisor or the department.
Ability to multi-task numerous complex administrative activities.
Proficiency with computers (PCs and/or MACs) to include desktop management, file management and operations, and successfully working in a networked environment.
Proficiency with standard functions within electronic applications such as MS Office (word processing, electronic spreadsheets, presentation software), e-mail, web browsers, and databases.
Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.
PRODUCTS/OUTCOMES
Prepare correspondence, forms, reports, and other necessary items to support staff members.
Accurately compile, maintain, and file all reports, records, and other documents as required, to include making copies when necessary.
Accurately prepare, process, and review contracts, purchase orders and payment authorizations for accuracy prior to being sent for signatures.
Order and maintain inventory of office supplies and program equipment.
Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
Make meeting arrangements for component activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
Receive, sort, and distribute mail and other documents to appropriate staff.
Monitor timely receipt of, and payment for, materials and services.
Provide budget status reports to appropriate staff for monitoring expenditures.
Ensure that all ordered materials and services are received and payments authorized prior to expiration of budget.
INITIATIVE
Demonstrate initiative, persistence, and a high level of energy and enthusiasm for assigned responsibilities.
Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
Participate and engage in learning experiences that enhance job knowledge and skills related to all job functions.
Remain knowledgeable and current regarding state and federal regulations, and Center policies, and procedures.
Demonstrate flexibility and adaptability to new situations and assignments.
Set challenging goals and reach a high standard of performance despite any barriers encountered.
Maintain awareness of staff and program needs and suggest methods of improvement.
Demonstrate resourcefulness in seeking information and developing solutions.
Recognize potential problems and initiate action to avoid them.
Assume responsibility, work effectively, and carry out job requirements with a minimum amount of daily supervision.
Assist in establishing timelines to ensure efficient and effective delivery of services.
Identify ways to increase efficiency/effectiveness of operations.
COMMUNICATION/HUMAN RELATIONS
Communicate effectively, interact professionally, and provide a high level of customer service at all times.
Reflect an attitude of service and responsiveness to the concerns of others.
Communicate regularly with staff through meetings and written communication.
Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
Demonstrate effective written and oral communication skills.
Work collaboratively in a team setting.
Promote and support organizational change.
Keep supervisors informed.
Maintain confidentiality and security of program materials and information.
SUPERVISION AND ORGANIZATION OF STAFF
None.
BUDGET RESPONSIBILITY
Be aware of and follow program guidelines of allowable costs when recommending use of program funds for expenditures for supplies, equipment, and facilities in area of assignment.
PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Prolonged sitting/standing; occasional bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting: Occasional light lifting and carrying (less than 15 pounds).
Environment: Occasional travel; exposure to low or intense illumination; may serve as fire warden and act as contact in emergency situations; must be able to work in an open environment and take appropriate actions to maintain confidentiality.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.
ADDITIONAL REQUIREMENTS
Maintain a good attendance record.
Work overtime as required on a scheduled or emergency basis.
Function within the policies and procedures of ESC-20.
Accept other responsibilities as assigned.
Dress and groom appropriately for ESC-20 work setting.
Travel independently as required to fulfill responsibilities of the position.
Serve at the will of the Executive Director.
Function within the requirements outlined in the ESC-20 Employee Handbook.
FUNDING
This position is partially funded out of state and/or federal grant funds. These programs are implemented in compliance with all applicable statutory and regulatory provisions. The duties associated with this position are allowable and allocable to the grant funding. Time and effort records for this position are in accordance with the requirements in the applicable Office of Management and Budget (OMB) cost principles. Education Service Center, Region 20
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