Administrative Assistant - EI/ECSE Site Based - Clatsop Service Center

Northwest Regional ESD; Oregon; On-site; USD 32,000 - 38,000; Full time

Job summary

Northwest Regional Education Service District seeks an Administrative Assistant at the Clatsop Service Center to provide secretarial support to the principal and administrators. You will manage calendars, process documents, and assist with student records and communications with staff and families.

The role requires strong organizational skills, proficiency in Google Suite and MS Word, and the ability to work under pressure while maintaining confidentiality.

Qualifications

• Commitment to diversity, equity, inclusion, and belonging.
• Professionalism and effective human relations.
• Proficient with computer and internet-based applications incl. Google Suite and Word.
• Organizational skills for managing multiple tasks.
• Extensive data entry experience in various information systems.
• Ability to maintain confidentiality of sensitive information.

Responsibilities

• Greet and assist staff, students, families and visitors in person or by phone.
• Screen inquiries and direct to appropriate personnel for resolution.
• Maintain principal's calendar and schedule site meetings.
• Prepare requisitions and reports in Excel/Google Sheets and documents in Word/Docs.
• Maintain student records and immunization data; manage confidential information.

Skills

Communication skills

Driver's license

Data entry

Office software

Confidential information handling

Education

High school diploma or equivalent

Tools

Google Suite

MS Word

Excel/Google Sheets

Job description

• Position Type: Classified/ Administrative Specialist
• Date Posted: 10/14/2026
• Location: Clatsop County Service Center
• Date Available: 11/03/2026
• Closing Date: Priority date 10/21/2026

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. We encourage you to apply, even if you don't believe you meet every one of the qualifications described below.

• Position Title: Administrative Assistant - Site Based
• Location: Clatsop Service 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 ESD'S 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 NWRESD's 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.

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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:

• A. 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
• B. Screen inquiries of staff, students, parents, the public, etc., for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• C. 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.
• D. Provide a variety of secretarial duties for the Principal to include: maintaining calendar, scheduling building meetings, assisting with documentation and phone calls, etc.
• E. 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
• F. Maintain a calendar of meetings; schedule meetings as directed
• G. Prepare requisitions, purchase orders, and reports, including the appropriate documentation, using the fi scal database and intermediate to advanced functions in Excel/Google Sheets
• H. 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
• J. Provide monthly invoicing to NWRESD Accounts Payable for typical peer programs
• K. Student Medication Administration – includes record keeping related to medication and emergency medical protocols, and health room maintenance
• L. Assist with transportation requests and troubleshooting with component school district personnel related to bussing
• M. Liaison to districts served by the building/location to support students, families, and projects/tasks as appropriate
• N. Update website for school/program as requested
• O. 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
• P. Maintain a calm, professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
• Q. 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 ESD's 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