FIND_THE_RIGHTJOB.
Office Assistant, Federal, State, and Local Initiatives
San Antonio, United States
JOB SUMMARY: Provide routine clerical support for assigned workgroups, maintain and organize office tasks, implement procedures and carry out additional administrative duties.
POSITION REQUIREMENTS:
JOB KNOWLEDGE, SKILLS/ABILITIES
Knowledge
- High school diploma or GED required.
- One to two years of clerical experience required.
- Working knowledge of basic office procedures and the operation of common office equipment.
Skills/Abilities
- Typing, proofreading and writing proficiency required.
- Effective verbal and written communication skills.
- Ability to prioritize workflow to address the multiple needs of the department.
- Ability to multi-task numerous complex administrative activities.
- Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
- Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.
- Exceptions to these requirements will be considered based on exemplary skills, training, and record of success..
PRODUCTS/OUTCOMES
- Accurately prepare, process, and review contracts, purchase orders and payment authorizations to be routed for signatures.
- Order and maintain inventory of program supplies and equipment.
- Receive, screen and respond to incoming calls, take reliable messages, and route to appropriate staff.
- Exhibits fact and relates well to people
- Make meeting arrangements for component activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
- Receive, sort, and distribute mail and other documents to appropriate staff.
- Provide budget reports to appropriate staff for monitoring expenditures.
- Ensure that all ordered materials and services are received and payments authorized prior to expiration of budget.
- Submit and report service agreement contact hours for professional development training in shared database.
- Make travel arrangements and monitor any price changes prior to travel to accurately encumber funds for payment of services to include processing of staff travel reimbursements.
- Provide staff with comprehensive itinerary that includes details, accommodation, meeting schedules and transportation arrangements
INITIATIVE
- Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
- Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
- Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
- Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
- Demonstrate flexibility and adaptability to new situations and assignments.
- Set challenging goals and reach a high standard of performance despite barriers encountered.
- Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
- Promote and support continuous improvement and organizational change.
- Work under minimal supervision.
COMMUNICATION/HUMAN RELATIONS
- Model the Principles of Public Service (Policy AD LOCAL).
- Communicate in a timely and effective manner and interact professionally.
- Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
- Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
- Demonstrate professional-level written and oral communication skills.
- Work collaboratively in a team setting.
- Keep supervisors informed.
- Regularly handle and maintain confidentiality of sensitive communications and information at all times.
SUPERVISION AND ORGANIZATION OF STAFF
- None
BUDGET RESPONSIBILITY
- Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.
PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
- Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
- Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
- Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
- Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15–50 pounds).
- Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel.
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress.
ADDITIONAL REQUIREMENTS
- Champion and model the Center’s Mission, Vision, Core Values, and Service Standards.
- Function within the policies and procedures of ESC-20.
- Accept other responsibilities as assigned.
- Dress and groom appropriately for the ESC-20 work setting.
- Travel independently to fulfill responsibilities of the position.
- Maintain regular and reliable attendance, majority in-person/onsite.
- Serve at the will of the Executive Director.
- This clerical position requires the following:
- Keyboarding-minimum 30 net w.p.m.
- Proofreading-minimum score required.
- To complete the skills assessment from home or other off-site location, please follow the link below:
Online Skills Assessment
- Assessments may be completed at the Center between the hours of 8 a.m. to 11 a.m. and 1:00 p.m. to 4:00 p.m. The Center will close at 12 p.m. every Friday during the month of July. Testing must be completed as soon as possible after applying. Timeliness is important due to positions closing.
- Assessment scores are maintained for 2 years. When applying for another clerical position, you MUST contact HRS so that scores can be added to your profile. Email hrtechsupport@esc20.net or call (210) 370-5221.
- Please allow 1-2 business days for your scores to be posted. Skills assessment re-testing may be completed once every 30 days IF a clerical position requiring testing is currently posted.
Note: Please make sure to submit your application prior to completing the online skills assessment.
Deadline to apply: October 29, 2025
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