REPOST - Administrative Specialist - Instructional Services

Northwest Regional ESD | Hillsboro, OR

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Posted Date 11/10/2022

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 - Instructional Services
Location: Washington Service Center
Department: Instructional Services
Salary: Support Services Salary Schedule, Range F
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:

Who We Are:

The Professional Learning Team provides a variety of resources and supports to our twenty component school districts as well as our ESD schools and programs. Some of these include: professional development and facilitated networks, coaching, and supporting and mentoring aspiring educators. As a team, we are committed to anti-racist, culturally sustaining practices, where we celebrate the multiple identities each of us brings.

Who You Are:

You are a person who is committed to anti-racist and culturally-sustaining practices and you are willing to learn and grow. You thrive in an environment where you support a diverse team with a variety of management styles. Being a self-starter and having strong organizational skills, you will put these to good use as you manage complex projects and see tasks through to completion. As an Administrative Specialist, you will be supporting multiple administrators and teams within the larger Professional Learning Team, so you will need strong communication and collaboration skills.


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. Have strong organizational skills to effectively prioritize and manage multiple tasks of varying complexities to completion
2. Ability to take initiative and solve problems
3. Ability to understand and follow verbal and written directions and communicate effectively
4. Maintain a calm professional environment during times when interruptions, disruptions and a stressful environment interfere with the flow of work
5. Ability to work effectively under pressure and tight timelines
6. Possess a valid Oregon driver's license
7. Background and Criminal History Verification clearance
8. 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.

Clerical Tasks:

  1. Provide a variety of clerical tasks and secretarial duties for the assigned Administrator and the Professional Learning Team to include: maintaining calendars, scheduling meetings, assistance with documentation, correspondence, phone calls, paper and electronic filing, collection of data, meeting minutes, creating/updating forms, processing conference attendance requests, booking flights/hotels, event support, and preparation for and managing meetings
  2. Compose, review, edit, and proofread documents and reports as needed for correspondence and compliance or other reporting
  3. 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
  4. Update website for program/department specific information
  5. Consult and collaborate with other Administrative Assistants and Specialists to complete tasks

Data Entry and Reporting:

  1. Compile data and prepare reports utilizing advanced features in software systems used by NWRESD including retrieval and manipulation of data in MS Excel or Google Sheets for a variety of purposes such as state and federal reporting and monitoring for compliance
  2. Extensive detailed data entry and retrieval from software systems used by NWRESD; trains others on the use of software system(s) requiring deep and thorough knowledge of the features of the software
  3. Process documents and reports submitted by other NWRESD employees for accuracy and compliance, communicating with other staff regarding corrections; disseminate information to appropriate parties
  4. Liaison to component school districts and/or other educational parties to support program functions and/or projects including regular reporting and check-ins regarding projects
  5. Collaborating with districts and outside agencies to assist districts with stakeholder feedback

Fiscal Tasks:

  1. Set-up contractors, prepare statements of work, process requisitions and reimbursements, and pay purchase orders
  2. Work with the fiscal department to processes reports, ensure proper account codes are used, and use internal fiscal software along with Excel
  3. Assist with SSA/SIA budgets and reports

Event Support

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

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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