Operations Assistant, Registration Support

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

• 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

• 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) 370-5224.
• 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: August 6, 2026