Job Details

Classification: Support Staff

Exemption Status/Test: Non-exempt

Job Grade: 3

Department: Office of Emergency Management and School Safety

Reports To: Assistant Director

Job Goal:

Provide secretarial assistance to maintain an orderly, efficient, and professional office environment as a member of the security team in support of the ESC's goals and objectives.

Qualifications:

Education:

• High school diploma or GED

Experience:

• Two years of experience as a secretary or office assistant

Special Knowledge and Skills:

1. Basic proficiency in the use of software packages related to office operations, such as Microsoft Office Suite, Adobe Acrobat, and Google Workspace
2. Exemplary customer service skills
3. Strong organizational, interpersonal, and communication skills
4. Ability to handle and prioritize multiple tasks in a fast-paced environment
5. Ability to exercise initiative, make decisions, and maintain confidentiality

Major Responsibilities:

1. Receive and direct incoming calls to the main Region 4 ESC phone line, take reliable messages, and route to appropriate staff.
2. Provide clear and accurate directions to the Region 4 ESC and McKinney Conference Center locations.
3. Greet visitors (e.g., public, vendors, district employees, etc.) and respond to their inquiries and/or direct them to appropriate personnel in accordance with Region 4 ESC policies and procedures regarding building security.
4. Support Region 4's Security team when requested by:
   1. Maintaining the visitor log and issuing visitor passes
   2. Issuing temporary badges and following up to ensure timely return
   3. Notifying appropriate parties to address immediate safety and/or security issues.
   4. Submitting service requests to operations on safety and/or security issues relating to facility repairs or replacements.
   5. Ordering supplies
5. Receive deliveries and submit service requests for deliveries to departments.
6. Collaborate with the department secretary to set timelines and prioritize assignments.
7. Identify and implement initiatives to improve the efficiency of the department's clerical workflow.
8. Support the department in maintaining an effective and professional office environment.
9. Support the department in creating service agreements and accompanying files for ISO forms and accuracy before submitting documents for approval.
10. Assist staff with travel arrangements.
11. Support the department in verifying requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills have been assigned to the correct budgets and that all necessary paperwork for payment has been included for processing.
12. Maintain confidentiality with security and staffing information.

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.