Administrative Assistant - Site Based - Early Learning- Beaverton Early Childhood Center

Northwest Regional ESD | Hillsboro, OR

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Posted Date 9/22/2022

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 Assistant - Site Based
Location: Beaverton Early Childhood Center
Department: EI/ECSE
Compensation: Support Services Salary Schedule, Range F
Bargaining Unit: OSEA
Days per Year: 220
FTE: 1.0

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
The primary purpose of this position is to provide secretarial support to the principal and other administrators as assigned, and to oversee the school office activities in support of the services provided to students, parents, instructional and support employees. Performs clerical and secretarial work involving word processing, spreadsheets, filing, and record-keeping for the center. 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 level of efficiency and accuracy, including assisting site 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 administrator.

QUALIFICATIONS: Knowledge, Skills & Abilities Required

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.

A. A minimum of 18 years of age
B. A minimum of a high school diploma or the equivalent
C. Background and Criminal History Verification clearance
D. Demonstrates high level of communication/interpersonal skills
E. Ability to operate a variety of office equipment including computer, copier, FAX, and other related equipment or machines
F. Possess organizational skills for effectively managing multiple tasks
G. Possess advanced experience with Microsoft Office Suite – including Word, Excel, PowerPoint and Outlook
H. Extensive experience with data entry in a variety of information systems
I. Ability to understand and follow verbal and written communication
J. Strong working knowledge of spelling, punctuation, capitalization, word usage and sentence structure of the English language
K. Demonstrated ability to compose a finished product from rough copy or verbal instructions
L. Record of ability to work under pressure and tight timelines
M. Ability to respond to demands of public contact, communicate skillfully in stressful situations using conflict resolution strategies, and respond appropriately in emergencies or crisis.
N. Ability to maintain the integrity of confidential information and able to respond sensitively to questions about student, family and staff matters
O. Ability to work independently on complex tasks
P. Possess a valid Oregon driver's license
Q. Such alternatives to the above qualifications as the Board or Administration may deem appropriate and acceptable

Essential Responsibilities.
  1. Greets and assists 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 visitors, determining priority matters promptly and courteously
  2. Screen inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
  3. Receive and direct Substitutes assigned to the building. This position is assigned as “Campus/Org User” for the building, which includes responsibility for verification of substitute jobs against time sheets, entering vacancy/absences that are past the reporting deadline, and providing demonstration of the basic features to internal employees or substitutes as needed.
  4. Provide a variety of secretarial duties for the School Principal to include: maintaining calendar, scheduling building meetings, assistance with documentation and phone calls, etc.
  5. Composes, reviews, edits, and proofreads documents and reports in Word using outstanding knowledge of business English, including composition, spelling, grammar, punctuation, and letter format
  6. Maintain calendar of meetings; schedule meetings as directed
  7. Prepares requisitions, purchase orders, and reports including the appropriate documentation using the fiscal database and intermediate to advanced functions in Excel
  8. Process and distribute documents and materials (building mail, staff time sheets, building facility use, work orders, etc.) for the purpose of disseminating information to appropriate parties for action
  9. Maintain student records: Data entry and reports from EI/ECSE Student Information System; distribution of student files and data and communication with Principal and case managers regarding completion status; ALERT immunization record maintenance
  10. Provide invoicing to NWRESD Accounts Payable monthly for typical peer programs
  11. Student Medication Administration – includes record keeping related to medication and emergency medical protocols, and health room maintenance
  12. Assist with transportation requests and troubleshooting with component school district personnel related to bussing
  13. Liaison to districts served by the building/location to support students, families, and projects/tasks as appropriate
  14. Update website for school/program as requested
  15. Assist other personnel in order to ensure efficacy of all site work. For EI/ECSE Administrative Assistants working in county Service Centers, this may mean providing coverage for the reception duties of the Service Center Administrative Assistant on an as-needed basis
  16. Maintain a calm professional environment during times when interruptions, disruptions and a stressful environment interfere with the flow of work
  17. Cultivate and model a respectful work 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 Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.

On August 19, 2021 Governor Brown ordered all public and private school teachers, educators, support staff, substitutes and volunteers to be vaccinated by October 18, 2021 or six weeks after FDA approval, whichever is later. Since the governor’s announcement, a COVID-19 vaccine (Pfizer-BioNTech) has received regular Food and Drug Administration (FDA) approval meaning October 18, 2021 is confirmed as the mandatory deadline for vaccination. "Fully vaccinated" is defined as 14 days after receiving all required doses of an approved COVID-19 vaccine (currently two shots of Pfizer or Moderna vaccine, or one shot of Johnson & Johnson vaccine).

Starting October 18, 2021, testing will no longer be an option as the alternative to vaccination. All Northwest Regional ESD staff, substitutes, contractors, interns and volunteers will be required to be fully vaccinated against COVID-19 per the August 19, 2021 order from Gov. Kate Brown. All staff members will need to provide proof of COVID-19 vaccination. Exemptions may be made only for eligible medical or religious reasons. There will not be an option to opt out for other reasons or choose testing in lieu of vaccination, under the state mandate. In order to support students and families, the essential functions of this position may require physical presence in the workplace. All public health protocols will be followed.


Listing Type
Clerical/Administrative | Education
Position Type
Full Time
Employer Type
Direct Employer

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