Administrative Assistant II: Parrot Creek

Clackamas Education Service District • Oregon City, OR

34d • Onsite

About The 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.

Requirements

• 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)
• 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
• 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

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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

Benefits

• Full medical, dental, and vision insurance with generous district-paid contribution
• 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
• Clackamas ESD covers the full cost of fingerprinting for new employees, saving you $82.50 - a benefit not offered by most other districts

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED