Sep 04, 2019

Department Secretary, Data Center and Network Solutions

$35,943 - $43,049 yearly
  • Region 4 Education Service Center
  • Houston, TX, USA
Full-time Administrative Technology Education

Job Description

Job Goal:

Provide secretarial assistance for an orderly, efficient, and professional office atmosphere in support of the ESC’s goals and objectives.

Qualifications:

Education:
High school diploma or GED

Experience:
1. Three years of experience in a fast-paced, administrative support role
2. Three years of experience in managing multiple budgets

Special Knowledge and Skills:
1. Advanced proficiency in the use of software packages related to office operations, with special skill in preparation of PowerPoint presentations
2. Excellent organizational, interpersonal and communication skills
3. Excellent attention to detail
4. Ability to handle and prioritize multiple tasks
5. Ability to exercise initiative, decision making and maintain confidentiality

Major Responsibilities:
Director Support
1. Screen and prioritize Director’s time, calendar and deliverables.
2. Receive, review and submit requests from department requiring Director’s approval, such as and not exclusive to professional development session handouts, printing requests, request for leave, time and effort, and technical assistance.
3. Proofread service agreements and accompanying file for ISO forms and accuracy before submitting to Director to begin approval process and scheduling process.
4. Assist in preparing applications, contracts, amendments, transfers, and monthly and year-end reports.
5. Assist with the budget preparation and monthly monitoring.
6. Research background materials, generate and compile reports, and assemble and produce information or data for presentation as needed.
7. Schedule meetings and complete all necessary preparations, including agendas, meal planning, material preparation, etc.
8. Maintain project management tool related to department work in order to support continuous improvement.
9. Prepare reports as requested.
10. Respond to both routine and complex correspondence.

Department Responsibilities
1. Serve as the first point of contact for customers regarding department products and services.
2. Create and maintain requests for leave, service agreements, department calendar, and contact information.
3. Process requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills; verify all have been assigned to the correct budgets and ensure all necessary paperwork is included.
4. Assist department staff with travel arrangements.
5. Keep office organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.
6. Set up new employees with computer, phone, directories, and instructions for office protocol.
7. Provide technical assistance and services as specified by any applicable federal grant that funds this position.


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