Administrative Assistant II

Administrative Assistant II, Early Intervention/Early Childhood Special Education (EI/ECSE)
Location: Clackamas ESD Sunnybrook Office, 13455 SE 97th Ave, Clackamas, OR 97015
Schedule: 8 hours per day/ 5 days per week/ Year-round Calendar

Clackamas ESD strives to infuse equity in all our programs and bodies of work by maintaining an inclusive, barrier-free environment in which everyone participates and fully benefits.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in the job description. We are most interested in finding the best candidate for the job, and that candidate may be the one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact Human Resources at hr@clackesd.org to discuss your application.

Find your "why" with Clackamas ESD
At Clackamas Education Service District, our mission is to lead, serve and innovate for learning. Clackamas ESD provides services in early learning, special education, technology and teacher/staff support to Clackamas County school districts. We ensure students and families in all of our communities — big and small — have access to equitable education services. Learn more: https://www.clackesd.org/about/

About the program:
Clackamas ESD delivers Early Intervention and Early Childhood Special Education (EI/ECSE) support to young children who exhibit delays or disabilities that affect learning. We coordinate services, and provide specialized consultation and instruction at no cost to families. We work hard to fully include children with disabilities in their communities and prepare children to enter kindergarten ready to learn, providing our services in local preschools, child care centers and homes.

About this position:
The Administrative Assistant II provides secretarial and administrative support that enables the administrator to maintain focus on the daily operations and administrative functions of the program, department and ESD. The position requires exposure to highly sensitive information and involvement with school district and community contacts, requiring use of discretion, tact, diplomacy and judgment.

Essential functions:
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Communication:

• Represents CESD in a professional manner in all communications
• Determines and communicates the priority of phone calls, visitors, reports and correspondence with sensitivity and confidentiality
• Maintains confidentiality regarding all department matters
• Composes written correspondence for CESD with minimal guidance
• Responds to inquiries and referrals from CESD school district personnel, partners and parents via phone, email or in person
• Works closely with the ESD’s Fiscal and Human Resources departments on matters within the scope of assigned responsibility

Data and Information:

• Follows all FERPA (Family Educational Rights & Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) laws and requirements
• Updates and manages data on the student information system
• Maintains student information systems or applicable databases
• Collects, sorts and configures data sets and documents for budget, funding and other program needs
• Assists with the year-end reporting process
• Organizes and maintains records and processes necessary for contracts, grants, special projects and employee communications
• Fulfills program-level fiscal functions and/or technology purchasing, including processing requisitions, invoices, purchases, expenditure reports and reimbursements and reconciling account codes
• Fulfills program-level human resources functions, including tasks related to ESD employees, temporary professional employees and personal service contract employees

Organization:

• Manages the organization, storage and retrieval of technical tools, including files, binders, books, hardware and software
• Manages multiple calendars and assists with event planning
• Develops and maintains electronic and manual recordkeeping systems, including spreadsheets and databases

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Minimum qualifications:
Baseline Experience/Education:

• High school diploma, GED or equivalent preparation
• Three years of recent experience fulfilling the functions of an administrative assistant role (up to one year of college-level education can be substituted for one year of experience)

Physical/Technical Skills:

• Ability to organize and manage an administrator’s schedule, phone calls, email, paperwork and work space
• Ability to compose, revise, edit and proofread professional documents
• Three years of experience using word processing, database, spreadsheet and presentation software
• Ability to work independently and use initiative and judgment in accomplishing tasks with minimal instruction or guidance
• Ability to coordinate assignments and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
• Ability to generate and implement strategies to improve efficiency and enhance service delivery

Customer Service Skills:

• Ability to use written and oral communication skills to explain policies, procedures and projects
• Ability to interact with employees, clients and the public using discretion, tact, diplomacy and judgment to represent CESD in a professional manner

Preferred qualifications:

• Bilingual. Bilingual candidates must pass a language proficiency assessment at an intermediate high to advanced level per CESD guidelines to be eligible for bilingual salary placement

Salary: Range 15-16* of the classified salary schedule. New hires are eligible to start at up to Step 4 depending on experience, per the Classified Collective Bargaining Agreement. $23.03 - $25.02 per hour, or $24.20 - $26.32 per hour for bilingual candidates.

*Range 16 is for bilingual candidates

Benefits:

• Full medical, dental, and vision insurance with generous district-paid contribution (most employees pay $0 out of pocket to maintain health insurance coverage)
• Retirement through the Oregon Public Retirement System (PERS) includes pension and individual account program
• Paid time off, including paid holidays, sick leave, and other personal leave
• Opportunities to grow with us with generous professional development expense reimbursements
• Read more about our benefits here: https://www.clackesd.org/employment/

Retirement plan contributions:
Clackamas ESD employees working 600 or more hours in a calendar year are eligible for the Oregon Public Employee Retirement, or PERS. There are two components to PERS, including the pension, which is primarily funded by CESD and The Individual Account Program, or IAP, which is funded by a six-percent deduction from your paycheck. If you are new to PERS, your PERS deduction will begin automatically after a six-month waiting period.

How to apply:
Submit your application at https://www.applitrack.com/clackesd/onlineapp/. Applications for this position must be submitted by 11:59 PM on the listed closing date and must include:

• Cover Letter
• Resume
• Completed application form

Clackamas Education Service District is proud to be an equal opportunity workplace. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce along with the students and families that we serve.

Clackamas ESD policy provides veterans and disabled veterans with preference as required by law.

Clackamas ESD Notice of Nondiscrimination: https://www.clackesd.org/non-discrimination-and-title-ix/

Job Type: Full-time

Pay: $23.03 - $26.32 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $23 - $25