Administrative Specialist - Regional Equipment Center - Special Student Services

Northwest Regional ESD | Hillsboro, OR

Applying to this job will open a new window on the employer's web site to apply there.

Posted Date 10/31/2022

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 Specialist - Regional Equipment Center
Location: Washington Service Center
Department: Special Student Services
Salary: Support Services Salary Schedule, Range F
Bargaining Unit: OSEA
FTE: 1.0 - 220 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:

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 District 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 the 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 the regular 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 distribution of information for state and federal compliance and other reporting.


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. Background and Criminal History Verification clearance
  2. A high school diploma or GED equivalent
  3. Possess a valid Oregon driver's license

Knowledge, Skills & Abilities Required

  1. Demonstrates high level of communication/interpersonal skills
  2. Ability to work independently on complex tasks
  3. Ability to operate a variety of office equipment including computer, copier, FAX, and other related equipment or machines
  4. Possess organizational skills for effectively prioritizing and managing multiple tasks, demonstrating initiative and problem solving skills
  5. Possess experience with Microsoft Office Suite – including Word, Excel, PowerPoint and Outlook
  6. Possess experience with data entry
  7. Ability to understand and follow verbal and written communication
  8. Strong working knowledge of spelling, punctuation, capitalization, word usage and sentence structure of the English language
  9. Demonstrated ability to compose a finished product from rough copy or verbal instructions
  10. Ability to work effectively under pressure and tight timelines
  11. Ability to maintain the integrity of confidential information and able to respond sensitively to questions about student, family and staff matters
  12. Such alternatives to the above qualifications as the Board or Administration may deem appropriate and acceptable

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.

A. Provide a variety of clerical tasks and secretarial duties for the assigned Administrator to include: maintaining calendar, scheduling meetings, assistance with documentation, correspondence, phone calls, paper and electronic filing, collection of data, meeting minutes and preparation for meetings

B. Independently prepare, maintain, and disseminate records/files; establish and update manual and computerized recordkeeping systems; retain and retrieve files, data, and related information requiring knowledge of department procedures; Compose, reviews, edit, and proofread documents and reports in Word using correct business English, including composition, spelling, grammar, punctuation, and letter format as needed for correspondence and compliance or other reporting

C. 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 Excel

D. Update website for program/department specific information

E. Update or develop forms for use in the delivery of assigned tasks

F. Assist other personnel in order to ensure efficacy of NWRESD work; this may include training other employees in advanced applications, processes, or procedures

G. 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 thorough knowledge of all of the features of the software

H. Compile data and prepare reports utilizing advanced features in software solutions used by NWRESD; including retrieval and manipulation of data in MS Excel for a variety of purposes such as state and federal reporting and monitoring for compliance

I. Process documents and reports submitted by other NWRESD employees for accuracy and compliance, communicating with other staff regarding corrections; disseminate information to appropriate parties

J. 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

K. With the support of the administrator, accesses the support of Administrative Assistants to support the completion of tasks

L. Develops and organizes systematic processes to manage schedules and timelines

M. Assist as requested with meeting registration, set-up and clean up

N. Maintain a calm professional environment during times when interruptions, disruptions and a stressful environment interfere with the flow of work

O. 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

Share this job