Administrative Assistant V - LIMITED DURATION

Multnomah ESD•Portland, OR

2d•Hybrid

About The Position

The Administrative Assistant V provides advanced and expert-level administrative support to an MESD Department Director in the School Improvement Department. This advanced classification emphasizes technical, clerical, budget, and contracting support. The position handles time-sensitive, confidential, technical, and clerical work, using independent judgment to apply established practices and procedures. Duties include handling calls and visitors, maintaining data in automated systems, preparing documents, maintaining files and records, distributing mail, assisting staff and customers, and performing other assigned duties. This is a limited-duration assignment with an anticipated end date of June 30, 2027. Employment beyond that date is not guaranteed and depends on continued funding. The position does not carry administrative authority. A hybrid work schedule may be available. Work is performed in a typical office environment subject to moderate conditions.

Requirements

Associate’s degree or higher.
At least five years of progressively responsible secretarial and/or administrative assistant experience, including administrative support at a senior management level; or an equivalent combination of education and experience providing the skills, knowledge, and abilities required for the job.
Advanced proficiency in Google Suite, including Gmail, Word, Excel, and PowerPoint.
Excellent written and verbal communication skills, including the ability to communicate effectively with executives, staff, and external stakeholders.
Excellent organizational and time-management skills.
Strong attention to detail and accuracy.
Ability to prioritize tasks and manage multiple deadlines.
Advanced math skills for handling budgets and financial records.
Knowledge of office equipment and procedures.
Ability to work independently and in a team environment.
Ability to adapt to changing priorities and work effectively in a fast-paced environment.
Strong interpersonal and problem-solving skills, including the ability to work well with others and resolve administrative issues.
Professionalism and ability to maintain confidentiality.
Customer-service orientation and willingness to assist others.
Ability to learn new skills and technologies quickly.
Flexibility and willingness to take on new tasks and responsibilities as needed.
Daily, consistent attendance and punctuality.

Nice To Haves

Bilingual or multilingual ability in Spanish, Vietnamese, Chinese, Russian, and/or Somali.
Experience in public or government agencies.

Responsibilities

Provide advanced administrative support to the Department Director, including managing calendars, scheduling meetings, and handling correspondence.
Arrange travel, accommodations, and transportation for administrators while considering preferences, schedules, and budget constraints.
Draft, format, and proofread correspondence, reports, and presentations accurately.
Coordinate and manage projects from initiation through completion, including planning, tracking progress, and communicating updates to stakeholders.
Maintain confidentiality and discretion when handling sensitive employee records, financial data, and strategic plans.
Act as a liaison among Directors, internal staff, component districts, and partners, conveying information accurately and professionally.
Plan and coordinate district-level meetings, conferences, and events, including venue, catering, and audiovisual arrangements.
Oversee office operations, including supplies, equipment, facilities, and maintaining an organized work environment.
Assist with training program staff and provide guidance and support as needed.
Use Google Suite and MESD databases and software systems to support productivity and efficiency.
Manage multiple priorities and deadlines, ensuring work is accurate and timely.
Identify opportunities to improve and streamline administrative processes.
Receive and handle calls and visitors; maintain automated-system data; prepare forms, correspondence, and other documents; maintain files and records; sort and distribute mail; and assist staff and customers.
Perform other duties as assigned, including work in other functional areas as needed.