JOB SUMMARY: Provide clients and staff with high-quality support in the area of registration support services. Assist with organizing, managing, and controlling documentation for registration support services and program requirements. Function with minimal supervision in a front desk, highly visible environment. Assist with program reports and other critical documentation areas. Provide backup coverage for Coordinator I, Registration.
POSITION REQUIREMENTS:
JOB KNOWLEDGE, SKILLS/ABILITIES
Knowledge
- High school diploma or GED required.
- Two to three years of secretarial experience required with high level of proficiency.
- Experience with providing customer service and technical support.
- Knowledge of database applications (e.g., Oracle) preferred.
Skills/Abilities
- Typing, proofreading, and writing proficiency are required.
- Demonstrated ability to work in a multi-tasking dynamic environment.
- Demonstrated competence in handling detailed procedures and forms in an accurate and expedient manner, compiling reports for programs and initiatives, and in providing exceptional customer service and telephone etiquette to a large number of people.
- Demonstrated verbal and written communication skills.
- Ability to exercise sound judgment by showing appropriate priority and caution in actions.
- Demonstrated ability to deal with frequent change or unexpected events.
- Ability to use excellent organizational skills in order to analyze and organize tasks in a logical sequence for expedient accomplishment.
- 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 AND OUTCOMES
- Assist in the management of the workflows of multiple programs and ensure quality control.
- Provide support for multiple programs through phone, email, virtual, and in-person assistance.
- Maintain high level of customer service as part of front desk management.
- Efficiently manage a high volume of inbound calls daily. Prioritize and direct calls to the appropriate departments or personnel as needed.
- Efficiently manage a high volume of incoming emails daily, ensuring timely and accurate replies.
- Monitor and serve as the point of contact for Greeter Duty.
- Create and manage the daily workshop schedule to ensure optimal workflow and resource allocation.
- Responsible for development and distribution of sign in sheets, certificates, room signs, and display board signs.
- Accurately track and process in-person and virtual attendance for all scheduled sessions. Communicate with participants/staff/accounting regarding attendance policies and any follow-up actions required.
- Monitor timely receipt of and payment for materials and services using cash/purchase order/credit card methods for clients and staff.
- Provide technical support for customers/staff of our professional development registration system, Connect20, and ESC20 University ensuring smooth access and functionality for multiple courses including but not limited to compliance, online, asynchronous, in-person, and virtual.
- Maintain accurate coding of program sessions according to fee schedule and provide timely data to accounting.
- Provide electronic reports to clients and staff.
- Use supplies and other consumable resources efficiently.
- Prepare and assemble materials for trainings/workshops and conferences, as assigned.
- Review products, letters, contracts, purchase orders, payment authorizations, etc. prior to approval.
- Provide one-on-one and classroom training to both clients and staff related to online registration and other business and human resource online support services.
- Troubleshoot online registration issues with clients and staff.
- Ensure that all technical and reporting requests are processed in a timely manner.
- Establish timelines to ensure efficient and effective delivery of services.
- Analyze and organize tasks for expedient and efficient accomplishment.
- Assist appropriate managers as needed.
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
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:
Deadline to apply: August 6, 2026
