Department Assistant (Business Office)

Esc Region 12

ESC Region 12 - Woodway, Texas This job is also posted in Education Service Center Region 12, and ESC Region 12

Job Details

Job ID:

5938112

Application Deadline:

Posted until filled

Posted:

Sep 23, 2026 5:00 AM (UTC)

Starting Date:

Immediately

Job Description

Primary Purpose

Supports the vision, mission, and strategic priorities of ESC Region 12 by providing administrative, operational, financial, customer service, and program support to an assigned department or division. Coordinates records, purchasing, travel, communications, meetings, sessions, and other department-specific processes to support efficient daily operations.

Qualifications

Education/Certification

High school diploma or equivalent required

One (1) year of administrative, clerical, customer service, program support, or related experience required

Special Knowledge/Skills

Knowledge of general office practices, procedures, and records management

Knowledge of basic purchasing, travel, and financial processing procedures

Ability to perform department-specific administrative processes using established procedures

Ability to maintain accurate records, reports, files, and supporting documentation

Ability to use standard office software, databases, and department-specific systems

Ability to enter, review, and maintain data accurately

Ability to coordinate meetings, sessions, events, and related logistics

Ability to proofread documents and communications for accuracy and clarity

Ability to handle confidential or sensitive information appropriately

Strong organizational and time-management skills

Strong attention to detail and accuracy

Ability to manage multiple assignments and meet established deadlines

Excellent written, verbal, interpersonal, and customer service skills

Ability to work independently within established procedures and collaborate effectively with others

Ability to work collaboratively and support continuous improvement through Quality Management System (QMS) initiatives

General Responsibilities

Provide administrative support based on the operational needs of the assigned department or division.

Provide day-to-day administrative support to assigned directors, administrators, specialists, and department staff. Maintain calendars and coordinate scheduling for meetings, site visits, consultations, training sessions, and other departmental activities.

Maintain departmental records, files, reports, databases, and other documentation.

Enter, track, review, update, and maintain departmental data and information using organizational and department-specific systems.

Prepare, process, track, and maintain purchase orders, invoices, contracts, travel documentation, budget-related records, and other assigned financial or administrative documents.

Coordinate travel arrangements and maintain related documentation as assigned.

Assist with time, leave, attendance, or other departmental records as assigned.

Coordinate meeting, training, workshop, session, conference, and event logistics, including registration, attendance, materials, room arrangements, and closeout activities.

Respond to telephone, email, in-person, and other customer inquiries and route requests to appropriate staff.

Greet and assist visitors, participants, and other internal and external customers.

Prepare, proofread, format, distribute, and maintain departmental communications, presentations, materials, and other documents. Perform department-specific administrative and program support processes requiring specialized training, including assigned reporting, documentation, data tracking, and system maintenance.

Assist department staff with routine operational, program, purchasing, reporting, and records-related needs.

Maintain confidentiality and safeguard sensitive organizational and customer information.

Participate in professional development activities as required to maintain relevant knowledge and skills.

A collaborative team player committed to fostering a positive workplace culture and driving continuous improvement through the implementation of Quality Management System (QMS) initiatives.

Perform other duties as assigned.

Supervisory Responsibilities

No supervisory responsibilities

Security Requirements All positions at ESC 12 are defined as security-sensitive. Security-sensitive positions are those which require employees to be entrusted with certain types of data, whether electronic or in paper form. Those data elements, as defined by the ESC 12 Data Classification and Handling Policy may include, but not limited to: Sensitive Personal Information (SPI)

Personally, Identifiable Information (PII)

Protected Health Information (PHI)

Family Educational Records (FERPA Data)

Federal Tax Information (FTI)

All employees must adhere to all security-related policies, standards, and procedures. This includes actively safeguarding data and immediately reporting any suspected loss or theft.

Mental Demands/Physical Demands/Environmental Factors

Travel

Travel within the region and state as required

Tools/Equipment Used

Standard office equipment, including a computer and related peripherals

Posture

Prolonged sitting; occasional standing, bending, stooping, pushing, pulling, and twisting

Motion

Repetitive hand motions, including frequent keyboarding and use of a mouse; occasional reaching

Lifting

Occasionally lift and carry up to 20 pounds

Environment

Work is performed primarily in an office environment and may include meeting, training, session, or event locations

Schedule adjustments may occasionally be required based on departmental, session, or event needs

Mental Demands

Manage multiple administrative tasks and priorities while meeting established deadlines

Maintain accuracy when entering, processing, and reviewing records and documentation

Work cooperatively and effectively with employees, customers, participants, and other stakeholders

Maintain composure and professionalism when responding to customer and operational needs

Adapt to changing departmental priorities and responsibilities

Work effectively with frequent interruptions

This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Benefit Information

ESC Region 12 provides a monetary contribution up to $575 per month to use for employee/family healthcare and supplemental benefits.

Employee earns state personal, sick and vacation leave.

All employees contribute to both: Teachers Retirement System (TRS) and Social Security retirement programs

Position Type:

Full-Time

Salary:

$2,990 to $3,800 Per Month

Job Requirements

Citizenship, residency or work visa required