Administrative Specialist - Special Student Services - Washington Service Center

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 Specialist - Special Student Services

Location: Washington Service Center

Department: Special Student Services

Salary: Classified Salary Schedule, Range E

Bargaining Unit: OSEA

FTE: 1.0 - 250 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, the primary purpose of this position is to perform a variety of advanced administrative support duties of considerable complexity requiring thorough knowledge of the organization, its procedures and operational details. This position performs clerical and secretarial work involving word processing, spreadsheets, and data entry/retrieval with significant manipulation to assist in ESD and/or state and federal reporting or compliance. Extensive paper and electronic record-keeping for a department or program is also required. It performs a wide variety of responsible assignments including office or program coordination. Considerable public contact may be involved; employees of this classification are expected to employ skill and judgment in the conduct of these contacts within established policies and procedures.

Generally these assignments require the use of one or more NWRESD software solutions at an advanced level of competency and accuracy, including extensive knowledge of all available features of the software and the ability to provide troubleshooting for others and/or act as a resource or trainer on the features and use. This deeper knowledge of specific software is in addition to effective use of multiple required platforms at a level expected of Administrative Assistant positions. Additionally, positions at this level are distinguished from other positions by the variety of more complex and varied tasks requiring detailed knowledge of departmental and NWRESD functions, policies, and procedures with greater independent judgment in coordinating assigned duties. This includes the exercise of considerable independent judgment, problem-solving, and decision-making in receiving, processing, recording, and distributing information for state and federal compliance and other reporting requirements.

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. Current First Aid/CPR certification preferred
4. Valid driver’s license, vehicle available for use on the job, and accompanying automobile insurance.

Knowledge, Skills & Abilities Required

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 work independently on complex tasks
4. Ability to operate a variety of office equipment including computer, copier, FAX, and other related equipment or machines
5. Ability to exhibit professionalism and effective human relations
6. Confer regularly with supervisor and/or designee
7. Skillfully utilize educational technology and software as required by the position
8. Possess advanced experience with Google Workspace Suite and Microsoft Office Suite -including documents, drives, spreadsheets, and email
9. Possess organizational skills for effectively managing multiple tasks
10. Possess experience with data entry
11. Ability to compose a finished product from rough copy or verbal instructions
12. Record of ability to work under pressure and tight timelines
13. Ability to maintain the integrity of confidential information and able to respond sensitively to questions about student, family, and staff matters
14. 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.

1. Provide a variety of clerical tasks and secretarial duties for the assigned Administrator to include: maintaining calendar, scheduling meetings, assisting with documentation, correspondence, phone calls, paper and electronic filing, collection of data, meeting minutes, and preparation for meetings
2. Independently prepare, maintain, and disseminate records/files; establish and update manual and electronic recordkeeping systems; retain and retrieve files, data, and related information requiring knowledge of department procedures
3. Compose, review, edit, and proofread documents and reports using correct business English, including composition, spelling, grammar, punctuation, and letter format as needed for correspondence, compliance, or other reporting
4. Process requisition, reimbursements, purchase orders, invoices, and reports including appropriate documentation and assuring appropriate approval and account coding using the fiscal software system and intermediate to advanced functions in spreadsheets
5. Update website for program/department specific information
6. Update or develop forms for use in the delivery of assigned tasks
7. Assist other personnel in order to ensure efficacy of NWRESD work; this may include training other employees in advanced applications, processes, or procedures
8. Extensive detailed data entry and retrieval from software system(s) utilized by NWRESD; trains others on the use of software system(s) requiring deep and through knowledge of all of the features of the software
9. Compile data and prepare reports utilizing advanced features in software solutions used by NWRESD; including retrieval and manipulation of data in spreadsheets for a variety of purposes such as state and federal reporting and monitoring for compliance
10. Process documents and reports submitted by other NWRESD employees for accuracy and compliance, communicating with other staff regarding corrections; disseminate information to appropriate parties
11. Liaison to component school district and/or other educational parties to support program functions and/or projects including regular reporting and check-in regarding projects
12. With the support of the administrator, access the support of Administrative Assistants to support the completion of tasks
13. Develop and organize systematic processes to manage schedules and timelines
14. Assist as requested with meeting registration, set-up and clean up
15. Maintain a calm professional environment during time when interruptions, disruptions, and a stressful environment interfere with the flow of work
16. Cultivate and model respectful work and learning environments
17. Perform other related duties as assigned.

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 POSITION CONTROL CODE: 1810

JOB POST ID: 3113