Date Available:
08/09/2024In 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
Department: Social Emotional Learning Schools
Location: St. Helens School District - Lewis & Clark Elementary - Social Emotional Learning Classroom
Reports To: Program Administrator
Compensation: Classified Salary Schedule - Range G
Bargaining Unit: OSEA
FTE: 0.5 FTE - 20 hours per week
Work Days: 210
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, the primary purpose of this position is to
provide administrative support to the school Principal and other administrators as assigned, and
to oversee the school office activities in support of the services provided to students, families,
instruction, and support employees. The School-Based Administrative Assistant performs clerical
and administrative duties involving word processing, spreadsheets, electronic and paper filing,
data entry, and records management for the school. 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 to advanced level of efficiency and accuracy, including assisting school personnel
with basic troubleshooting. This position 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 supervisor. This position is
differentiated from other site-based Administrative Assistants in the duties related to state and
federal reporting and assigned duties as the High School Registrar and liaison to high school
counseling offices.
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.
1. Minimum requirement of a high school diploma or equivalent
2. Background and Criminal History Verification clearance
3. Experience working with data entry in a variety of information systems
4. Safety care training required
5. Current First Aid/CPR certification required
6. Valid driver’s license, vehicle available for use on the job, and accompanying automobile
insurance.
KNOWLEDGE, SKILLS, and ABILITIES:
1. Demonstrate a commitment to diversity, equity, inclusion, and belonging through continuous development,
modeling inclusive behaviors, and proactively managing bias
2. Ability to work with very high degree of accuracy and organizational skills
3. Ability to exhibit professionalism and effective human relations
4. Confer regularly with supervisor and/or designee
5. Skillfully utilize educational technology and software as required by the position
6. Possess advanced experience with Google Workspace Suite - including Google Docs, Google Drive, Google Sheets, and Gmail
7. Ability to operate a variety of office equipment including computer, copier, FAX, and other related equipment or machines
8. Possess organizational skills for effectively managing multiple tasks
9. Ability to compose a finished product from rough copy or verbal instructions
10. Record of ability to work under pressure and tight timelines
11. Maintain professional and technical knowledge by participating in professional development activities
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.
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 visitor, determining priority matters promptly and courteously
B. Screen inquiries of staff, students, families, the public, etc. for the purpose of taking appropriate action and/or directing appropriate personnel for resolution
C. Receive and direct Substitute employees assigned to the building. This position is assigned as “Campus/Org User” for the location, which includes responsibility for verification of substitute jobs against timesheets, entering vacancy/absences that are past the reporting deadline, and providing demonstration of the basic absence management features to internal employees and/or substitutes as needed
D. Provide a variety of secretarial duties for the School Principal to include: maintaining calendars, scheduling meetings, assistance with documentation, correspondence, family and other partner contacts, etc.
E. Compose, review, edit, and proofread documents using outstanding knowledge of business English, including composition, spelling, grammar, punctuation, and letter formatting
F. Maintain building calendar of meetings; schedule meetings as directed
G. Prepare requisitions, purchase orders, and fiscal reports including appropriate documentation using the fiscal database
H. Process and distribute documents and materials (building mail, staff timesheets, building facility use, work orders, etc.) for the purpose of disseminating information to appropriate parties for action
I. Maintain student records - electronic files and data entry/maintenance in multiple information systems. Includes: enrolling new students in electronic student information system, sending for permanent records and review for completion upon receipt; sending records to other schools for students who transfer; communicating regularly with resident district regarding records; communicating with case managers to maintain state and NWRESD compliance; updating data for all students each grading period; updating ALERT immunization records; updating data entry and reports for student attendance, student behavior, and for special education compliance
J. Registrar/Course reporting duties: Enter master course schedule for the school (all courses taught) annually; update course offerings; print and distribute student transcripts; prepare class rosters in electronic student information system; verify class assignments; print report cards; follow up on final grades assigned to students as needed; respond to questions over the phone and in person from school counselors and other school district personnel related to student records, grades, and transcripts
K. Provide invoicing to NWRESD Accounts Receivable monthly for students enrolled in district paid “slots”
L. ODE Reporting for NWRESD compliance - includes: SSID, IUID, Cumulative ADM, Discipline, Class Roster, Restraint & Seclusion, Title Programs, etc.
M. Student Medication Administration - includes record keeping related to medication and emergency medical protocols, and health room maintenance
N. Assist with transportation requests and troubleshooting with district personnel related to bussing
O. Liaison to district service by the building/location to support students, families, and projects/tasks as appropriate
P. Update website for the school
Q. Assist other personnel in order to ensure efficacy of all site work
R. Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
S. Cultivate and model a respectful working and learning environment
Note: The description contained herein reflect general details as necessary to describe the principle 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 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 hrhelp@nwresd.k12.or.us. 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 CONTROL CODE(S): 3546