Texas Education Service Center Region 16
Administrative Assistant III
Texas Education Service Center Region 16, Amarillo, Texas, United States, 79161
Primary Purpose:
To ensure program compliance with all federal Head Start guidelines and local Head Start policies through accurate data entry and management for Head Start children and families. Provide comprehensive support to Head Start office staff in collecting, entering, and generating essential reports. Assist in budget monitoring, purchasing for the program, and completion of projects.. Support the Fiscal Coordinator by compiling information for grant submissions and monitoring budget accounts. Uphold all federal guidelines and local policies to deliver quality services to children and families.
Qualifications:
Education/Certification: High school diploma or GED required Special Knowledge/Skills/Experience:
3 to 5 years job-related experience required Required proficiency in Microsoft Office Suite, Google Workspace, spelling, punctuation, and grammar Good communication skills required Skilled in general office procedures, including answering telephone, filing, data entry, and maintaining an organized workspace Must be service-oriented, a team player, self-motivated, and responsible to complete all assignments Must exhibit tact and relate well to people Demonstrated ability to handle multiple tasks under pressure with ease Must project a positive, professional organizational image through in-person and phone interaction with customers Discretion and high confidentiality required Professional dress required 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; regular exposure to noise; tolerate occasional travel between worksites 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:
Provides support to the Coordinator of Fiscal Program. Compiles information and data to produce appropriate documents and reports for grant submission. Accepts the responsibility to complete the tasks in a timely manner which may require additional work hours during peak time submissions. Assists with maintaining an accurate inventory of all Head Start/Early Head Start technology. Coordinates with the Technology Department to purchase technology for the Head Start/Early Head Start Program Assists with preparation of Head Start initial Home Visit packets by ensuring timely order of supplies by designated 90-day cut off for beginning of school year to be ready by mid July. Maintains files and records as assigned. Disperses materials to employees as needed. Collects and analyzes information to find new solutions to challenges as ongoing monitoring and continual improvement in services. Greets visitors, answers telephone calls, and takes messages. Maintains the rental car calendar, packets, and is the liaison with Enterprise Car Rental. Submits Order Request Form for HS/EHS purchasing request to obtain proper approvals. Receives and checks-in order and places them in appropriate cubbies and notifies the requester when their order is ready. Initiates and ensures timely completion of the process for annual consumable ordering. Completes requisitions and orders for take-home libraries and journals by the end of July. Completes requisitions and orders for new classrooms known at the beginning of the year in July. Prepares print shop orders for Head Start, as needed. Initiates and ensures completion of the Monthly Program Summary and edits/prepares document for Public Reporting Ensures timely submission of In-Region Travel reimbursement for all R16 ESC HS/EHS Program Staff according to R16 ESC travel policies and procedures Compiles information for Annual Summary of Services Monitors assigned budgets accounts. Assists with budget development of assigned accounts. Suggests appropriate amendments for assigned accounts with overages. 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:
None
To ensure program compliance with all federal Head Start guidelines and local Head Start policies through accurate data entry and management for Head Start children and families. Provide comprehensive support to Head Start office staff in collecting, entering, and generating essential reports. Assist in budget monitoring, purchasing for the program, and completion of projects.. Support the Fiscal Coordinator by compiling information for grant submissions and monitoring budget accounts. Uphold all federal guidelines and local policies to deliver quality services to children and families.
Qualifications:
Education/Certification: High school diploma or GED required Special Knowledge/Skills/Experience:
3 to 5 years job-related experience required Required proficiency in Microsoft Office Suite, Google Workspace, spelling, punctuation, and grammar Good communication skills required Skilled in general office procedures, including answering telephone, filing, data entry, and maintaining an organized workspace Must be service-oriented, a team player, self-motivated, and responsible to complete all assignments Must exhibit tact and relate well to people Demonstrated ability to handle multiple tasks under pressure with ease Must project a positive, professional organizational image through in-person and phone interaction with customers Discretion and high confidentiality required Professional dress required 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; regular exposure to noise; tolerate occasional travel between worksites 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:
Provides support to the Coordinator of Fiscal Program. Compiles information and data to produce appropriate documents and reports for grant submission. Accepts the responsibility to complete the tasks in a timely manner which may require additional work hours during peak time submissions. Assists with maintaining an accurate inventory of all Head Start/Early Head Start technology. Coordinates with the Technology Department to purchase technology for the Head Start/Early Head Start Program Assists with preparation of Head Start initial Home Visit packets by ensuring timely order of supplies by designated 90-day cut off for beginning of school year to be ready by mid July. Maintains files and records as assigned. Disperses materials to employees as needed. Collects and analyzes information to find new solutions to challenges as ongoing monitoring and continual improvement in services. Greets visitors, answers telephone calls, and takes messages. Maintains the rental car calendar, packets, and is the liaison with Enterprise Car Rental. Submits Order Request Form for HS/EHS purchasing request to obtain proper approvals. Receives and checks-in order and places them in appropriate cubbies and notifies the requester when their order is ready. Initiates and ensures timely completion of the process for annual consumable ordering. Completes requisitions and orders for take-home libraries and journals by the end of July. Completes requisitions and orders for new classrooms known at the beginning of the year in July. Prepares print shop orders for Head Start, as needed. Initiates and ensures completion of the Monthly Program Summary and edits/prepares document for Public Reporting Ensures timely submission of In-Region Travel reimbursement for all R16 ESC HS/EHS Program Staff according to R16 ESC travel policies and procedures Compiles information for Annual Summary of Services Monitors assigned budgets accounts. Assists with budget development of assigned accounts. Suggests appropriate amendments for assigned accounts with overages. 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:
None