What are the responsibilities and job description for the Administrative Assistant II, Child Nutrition position at ESC Region 7?
Job Summary: Assist assigned staff with clerical work and maintain documentation for program expenditures that support Child Nutrition Services, including the Texas Department of Agriculture contract. Proofread and edit documents to ensure proper spelling and grammar as well as compliance with ESC procedures; recommend revisions as needed. Provide information/assistance to customers. Compose and type routine correspondence, and process incoming and outgoing materials and paperwork, including purchasing materials and contracting with consultants. Communicate regularly with assigned professionals to organize and prioritize project tasks including all aspects of travel arrangements and reimbursements. Develop a system to monitor deadlines for the completion of tasks. Create and manage workshop registrations, prepare materials for workshops, and provide clerical support. Complete and pre-approve all time accounting reports. This is done within the framework of the philosophy and objectives of the ESC as established by Board policy, consistent with the statutes and standards of the Texas Department of Agriculture, and in accordance with regulations and procedures.
Qualification:
Education/Training:
High School Diploma/GED
Prefer college hours or Associates Degree
Experience:
At least 3 years of related experience
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:
- Assist the Deputy Director and assigned Specialists with administrative and business duties.
- Assist assigned staff with clerical work and minor administrative tasks for Child Nutrition programs, including the Texas Department of Agriculture (TDA) contracted service.
- Screen incoming calls and correspondence and respond independently when possible, providing information/assistance to customers regarding general information.
- Communicate regularly with assigned staff to organize and prioritize project tasks and to determine deadlines for the completion of tasks.
- Greet scheduled and unscheduled visitors in a welcoming, professional manner, informing the appropriate staff member of the visitor’s needs and escorting the visitor to the appropriate individual or place.
- Maintain a neat and professional office appearance at all times.
- Communicate effectively with vendors, consultants, and ESC 7 staff, including responding to emails and phone calls in a timely manner.
- Create, monitor, and track registrations for assigned workshops.
- Complete all documentation for completed workshops in a timely manner.
- Maintain calendars, schedule appointments and meeting rooms, as needed.
- Compile information and reports for Child Nutrition Programs and the Texas Department of Agriculture.
- Maintain child Nutrition Program records.
- Maintain, update Child Nutrition webpages.
- Prepare materials including handouts, notebooks, book orders, etc.
- Research the best value for purchasing materials and verify expenses and balances in the financial system of Ascender.
- Work collaboratively with all staff in serving the customers of the Region 7 ESC.
- Maintain assigned webpages and listservs.
- Assist with travel arrangements/reimbursements and prepare required documents in a timely manner.
- Provide assistance in maintaining documentation for the TDA contract activities and expenditure tracking for the Child Nutrition program.
- Provide assistance, as approved by the Deputy Director to other Administrative Assistants in the Center for State and Federal Programs in order to complete projects/tasks within timelines.
- Create marketing flyers for assigned workshops and/or submit a request to the marketing department.
- Develop, process, and maintain purchase orders according to assigned budgets. distribute new materials as they arrive to the requestor. Communicate with vendors regarding the status of orders.
- Assist assigned staff with clerical work and minor administrative tasks for Child Nutrition programs, including the Texas Department of Agriculture (TDA) contracted service.
- Screen incoming calls and correspondence and respond independently when possible, providing information/assistance to customers regarding general information.
- Communicate regularly with assigned staff to organize and prioritize project tasks and to determine deadlines for the completion of tasks.
- Greet scheduled and unscheduled visitors in a welcoming, professional manner, informing the appropriate staff member of the visitor’s needs and escorting the visitor to the appropriate individual or place.
- Maintain a neat and professional office appearance at all times.
- Communicate effectively with vendors, consultants, and ESC 7 staff, including responding to emails and phone calls in a timely manner.
- Create, monitor, and track registrations for assigned workshops.
- Complete all documentation for completed workshops in a timely manner.
- Maintain calendars, schedule appointments and meeting rooms, as needed.
- Compile information and reports for Child Nutrition Programs and the Texas Department of Agriculture.
- Maintain child Nutrition Program records.
- Maintain, update Child Nutrition webpages.
- Prepare materials including handouts, notebooks, book orders, etc.
- Research the best value for purchasing materials and verify expenses and balances in the financial system of Ascender.
- Work collaboratively with all staff in serving the customers of the Region 7 ESC.
- Maintain assigned webpages and listservs.
- Assist with travel arrangements/reimbursements and prepare required documents in a timely manner.
- Provide assistance in maintaining documentation for the TDA contract activities and expenditure tracking for the Child Nutrition program.
- Provide assistance, as approved by the Deputy Director to other Administrative Assistants in the Center for State and Federal Programs in order to complete projects/tasks within timelines.
- Create marketing flyers for assigned workshops and/or submit a request to the marketing department.
- Develop, process, and maintain purchase orders according to assigned budgets. distribute new materials as they arrive to the requestor. Communicate with vendors regarding the status of orders.
- Organize and maintain office area, supplies, and equipment.
- Maintain workshop folders, including Consultant Service Agreement(s), roster, and copy of room reservation.
- Support compliance with ESC Operating, QMS, and department procedures, including completing updates upon request.
- 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
