Administrative Assistant - EI/ECSE Site Based - Beaverton Early Childhood Center

Northwest Regional Education Service District; Hillsboro (OR); On-site; USD 32,000 - 38,000; Full time

Job summary

Northwest Regional Education Service District is seeking an Administrative Assistant for the EI/ECSE Site-Based program at the Beaverton Early Childhood Center. This role provides essential secretarial support to the principal and administrators, manages office operations, and handles data entry, documentation, and communications with staff, families, and partners.

The position involves intermediate proficiency with word processing, spreadsheets, and Google Suite, and requires strong

Qualifications

• High school diploma or equivalent.
• Demonstrated high level of communication and interpersonal skills.
• Valid Drivers License; available transportation and proof of auto insurance.

Responsibilities

• Greet and assist ESD staff, students, family, volunteers, agency partners, and community members both in person and by phone; route calls and direct visitors.
• Screen inquiries of staff, students, parents, the public, etc., for appropriate action or direct to appropriate personnel.
• Prepare requisitions, purchase orders, and reports using the fiscal database and Excel/Google Sheets.
• Maintain a calendar of meetings; schedule meetings as directed.
• Provide secretarial duties for the Principal, including calendar management and documentation.

Skills

Communication skills

Professionalism

Google Suite

MS Word

Data entry

Confidential information handling

Independence

Office equipment operation

Education

High school diploma or equivalent

Tools

Google Suite

MS Word

Excel/Google Sheets

Job description

Northwest Regional Education Service District is an equal opportunity employer; committed to building an inclusive community and an environment free from discrimination, harassment, and retaliation. We are proud to be an antiracist organization. We work to understand how racial ideology is manufactured and how it impacts the lives of our staff and those we serve.

In line with our commitment to disrupting systemic racism, we acknowledge that research shows that Black, Indigenous, and people of color (BIPOC) and women are significantly less likely to apply for some positions, believing they must meet every qualification as described in the job description. At NWRESD, we value representation, and we are most interested in finding the best candidate for the job. We know that sometimes that candidate may be one who comes from a less traditional background.

Position Title

Administrative Assistant - EI/ECSE Site-Based

Location

Beaverton Early Childhood Center

Department

Early Learning

Salary

Classified Salary Schedule, Range G

$22.92 - $27.38 per hour: DOE

Bargaining Unit

OSEA

FTE

1.0 - 220 days per year

NW REGIONAL ESDS MISSION STATEMENT

In partnership with the communities we serve, Northwest Regional ESD improves student learning by providing equitable access to high quality services and support.

General Description

In alignment with the NWRESDs mission statement, this position provides secretarial support to the principal and other administrators as assigned, and oversees the school office activities in support of the services provided to students, parents, instructional, and support employees. Performs clerical and secretarial work involving word processing, spreadsheets, filing, and record-keeping for the center. Considerable public contact is involved, and employees of this classification are expected to employ skill and judgment in the conduct of these contacts within established policies and procedures.

Generally, this assignment requires the use of one or more software solutions at an intermediate level of efficiency and accuracy, including assisting site personnel with basic troubleshooting. This position requires detailed knowledge of the specific assignment and department/NWRESD procedures related to the duties assigned, and exercises considerable independent thinking, judgment, problem-solving, and decision-making in receiving, processing, recording, follow-up, and distribution of information in collaboration with their assigned administrator.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent
• Demonstrated high level of communication and interpersonal skills
• Valid Drivers License; available transportation and proof of auto insurance

Knowledge, Skills & Abilities Required

• Demonstrate a commitment to diversity, equity, inclusion, and belonging through continuous development, modeling inclusive behaviors, and proactively managing bias
• Ability to exhibit professionalism and effective human relations
• Confer regularly with immediate supervisor
• Proficient in the use of computer and internet-based applications, including but not limited to email, internet software, Google Suite, and word processing (MS Word)
• Ability to operate a variety of office equipment, including computer, copier, FAX, and other related equipment or machines
• Possess organizational skills for effectively managing multiple tasks
• Extensive experience with data entry in a variety of information systems
• Ability to understand and follow verbal and written communication
• Strong working knowledge of spelling, punctuation, capitalization, word usage, and sentence structure of the English language
• Demonstrated ability to compose a finished product from rough copy or verbal instructions
• Record of ability to work under pressure and tight timelines
• Ability to respond to demands of public contact, communicate skillfully in stressful situations using conflict resolution strategies, and respond appropriately in emergencies or crises.
• Ability to maintain the integrity of confidential information and be able to respond sensitively to questions about student, family, and staff matters
• Ability to work independently on complex tasks

Essential Functions

Include the following. Performs some or all of the following tasks. Other Duties may be assigned. The duties listed below are not inclusive, but characteristic of the type and level of work assigned for this position.

• Greet and assist ESD staff, students, family, volunteers, agency partners, and community members both in person and by phone this includes routing calls, relaying messages, receiving and directing visitors, determining priority matters promptly and courteously
• Screen inquiries of staff, students, parents, the public, etc., for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• Receive and direct Substitutes assigned to the building. This position is assigned as "Campus/Org User" for the building, which includes responsibility for verification of substitute jobs against time sheets, entering vacancy/absences that are past the reporting deadline, and providing a demonstration of the basic features to internal employees or substitutes as needed.
• Provide a variety of secretarial duties for the Principal to include: maintaining calendar, scheduling building meetings, assisting with documentation and phone calls, etc.
• Compose, review, edit, and proofread documents and reports in Word or Google Docs, using outstanding knowledge of business English, including composition, spelling, grammar, punctuation, and letter format
• Maintain a calendar of meetings; schedule meetings as directed
• Prepare requisitions, purchase orders, and reports, including the appropriate documentation, using the fi scal database and intermediate to advanced functions in Excel/Google Sheets
• Process and distribute documents and materials (building mail, staff time sheets, building facility use, work orders, etc.) for the purpose of disseminating information to appropriate parties for action I. Maintain student records: Data entry and reports from EI/ECSE Student Information System; distribution of student files and data, and communication with Principal and case managers regarding completion status; ALERT immunization record maintenance
• Provide monthly invoicing to NWRESD Accounts Payable for typical peer programs
• Student Medication Administration includes record keeping related to medication and emergency medical protocols, and health room maintenance
• Assist with transportation requests and troubleshooting with component school district personnel related to bussing
• Liaison to districts served by the building/location to support students, families, and projects/tasks as appropriate
• Update website for school/program as requested
• Assist other personnel in order to ensure the efficacy of all site work. For EI/ECSE Administrative Assistants working in county Service Centers, this may mean providing coverage for the reception duties of the Service Center Administrative Assistant on an as-needed basis
• Maintain a calm, professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
• Cultivate and model a respectful work and learning environment
• Perform other job duties as assigned

Note

The description contained herein reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

NWRESD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer their services wherever and whenever necessary to ensure the success of the ESDs goals.

Equal Opportunity Employer

Northwest Regional Education Service District is an equal opportunity employer; committed to building an inclusive community and an environment free from discrimination, harassment, and retaliation. We are proud to be an antiracist organization. We work to understand how racial ideology is manufactured and how it impacts the lives of our staff and those we serve.

Northwest Regional Education Service District is proud to be an antiracist, Equal Employment Opportunity and Affirmative Action employer. We are committed to ensuring diversity and inclusion in all aspects of recruitment, selection, and employment without regard to race, disability, gender identity/expression, sexual orientation, national origin, ethnicity, religion, veteran or military status, or any other category protected under the law.

Northwest Regional Education Service District is committed to providing reasonable accommodations in our recruitment procedures for individuals experiencing a disability. If you need assistance or accommodation due to a disability, please contact us at [e-mail]. Persons who are deaf, hard of hearing, or have limitations in their speech may contact the district for assistance through the Oregon Telecommunications Relay Service at 1-800-735-2900.

FISCAL POSITION CONTROL CODE: 2964

JOB POST ID: 3529