Non-Instructional Support - Administrative Assistant: Ei/Ecse, Bilingual Required (Spanish)

Job Title: Non-Instructional Support - Administrative Assistant: EI/ECSE, Bilingual Required (Spanish)
Category: Classified

Administrative Assistant, Bilingual Required (Spanish)
Early Intervention
Sunnybrook Campus
7.5 hours per day / 5 days per week / Year-Round Calendar

Clackamas ESD strives to infuse equity in all our programs and bodies of work by maintaining an inclusive, barrier-free environment in which everyone participates and fully benefits.
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in the job description. We are most interested in finding the best candidate for the job, and that candidate may be the one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact Human Resources at hr@clackesd.org to discuss your application.

Find your "why" with Clackamas ESD
At Clackamas Education Service District, our mission is to lead, serve and innovate for learning. Clackamas ESD provides services in early learning, special education, technology and teacher/staff support to Clackamas County school districts. We ensure students and families in all of our communities - big and small - have access to equitable education services. Learn more.

About the program:
Clackamas ESD has been providing services for young children with special needs in Clackamas County for more than thirty years. The Clackamas Early Intervention and Early Childhood Special Education program continues to focus on working with families, local school districts, and other community programs to prepare young children with special needs to enter kindergarten ready to learn.

Early Intervention/Early Childhood Special Education serves eligible children ages 0-5 years who experience delays or disabilities. Services are individualized according to the child's needs and may include home visiting; consultation to staff at community preschools, Head Start classrooms, or child care settings; specialized preschool; related services such as speech, motor, or other specialists; and parent education. Children may be referred by parents, community preschools, local school districts, physicians, or other community service providers.

About this position:
The Administrative Assistant performs secretarial and administrative support that enables the administrator to maintain focus on the administrative functions of the program, department, and ESD. The job position requires exposure to highly sensitive information and involvement with school district and community contacts requiring considerable use of discretion, tact, diplomacy, and judgment. This position requires fluency in Spanish, with the ability to speak, read, and write in this language per the program's needs.

Essential functions:
Greets and assists ESD staff, agency partners, clients, and community members with prompt and courteous responses on behalf of the administrator
Receives and screens visitors and incoming phone calls, determining the priority matters, and providing alert messages to the administrator accordingly
Reviews and screens incoming reports and correspondence (mail and email), making preliminary assessment and organizing documents
Coordinates and facilitates the administrator's calendar and use of time to assist the administrator to arrange meetings, appointments, and schedule of tasks/projects to maintain focus on established priorities
Composes, reviews, edits, and proofreads documents developed for the signature of the administrator using outstanding knowledge of business English, including composition, spelling, grammar, punctuation, and letter format
Prepares requisitions, invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, and/or presentation software
Initiates written and oral communication on behalf of the administrator, acts as the primary communication contact for designated staff, and communicates messages to appropriate personnel
Conducts research, compiles, and completes initial analysis of data to prepare documents/reports for consideration and presentation by the administrator
Originates accurate and detailed reports while working frequently with sensitive and confidential materials
Assists the administrator to manage implementation of grants and special projects including budget projections, invoicing and tracking payments, completion of reports and deliverables, and correspondence with funding agencies
Fulfills department or program level fiscal functions including processing purchases, reconciliation of account codes, production of expenditure reports, and reimbursements
Fulfills department or program level HR functions including tasks related to ESD employees, temporary professional contracts, and personal service contracts
Serves as the primary liaison with the ESD's Fiscal and Human Resources departments on matters within the scope of assigned responsibility
Prepares for presentations and other events including logistics of space, participants, and other arrangements
Serves as support to the department advisory committees including preparation of the agendas, minutes and reports, and documentation of attendance
Responds to inquiries and requests that require extensive knowledge of the ESD's programs and services
Manages organization, storage, and retrieval of technical tools including files, binders, books, hardware, and software
Develops and maintains electronic and manual recordkeeping systems, including spreadsheets and databases
Maintains confidentiality regarding all department matters

Minimum qualifications:
Recent successful experience fulfilling the functions of an administrative assistant role
Demonstrated ability to organize and manage an administrator's schedule, time, phone calls, email, paperwork, and work space
Demonstrated ability to compose, revise, edit, and/or proofread professional documents
Highly proficient in word processing, database, spreadsheet, and presentation software
Fluent in Spanish with the ability to read, write, and speak in this language as needed
Exceptional time management, planning, and organizational skills
Exceptional problem-solving and decision-making skills including flexibility and adaptability to changing conditions
Exceptional oral communication skills to explain policies, procedures, and projects, and to interact with employees, clients, and the public, using discretion, tact, diplomacy, and judgment
Ability to coordinate assignments and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
Ability to generate and implement strategies to improve efficiency and enhance service delivery
Ability to maintain the confidentiality of sensitive and confidential materials
Written and oral communication skills sufficient to perform essential functions
Physical and mental attributes sufficient to perform essential functions

Salary: Range 14 of the classified salary schedule. New hires are eligible to come in at up to Step 4 of the classified salary schedule, depending on experience: $20.86 - $22.78 per hour.
Please be aware this will be updated shortly, and the 2024-25 classified salary schedule will be finalized soon.

CESD Classified Salary Schedule 2023-24

Range
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Step 8

14
$20.86
$21.21
$21.97
$22.78
$23.54
$24.54
$24.34
$25.20

Benefits:
Full medical, dental, and vision insurance with generous district-paid contribution (most employees pay $0 out of pocket to maintain health insurance coverage)
Retirement through the Oregon Public Retirement System (PERS) includes pension and individual account program
Paid time off, including paid holidays, sick leave, and other personal leave
Opportunities to grow with us with generous professional development expense reimbursements
Read more about our benefits here

Retirement plan contributions:
Clackamas ESD employees working 600 or more hours in a calendar year are eligible for the Oregon Public Employee Retirement, or PERS. There are two components to PERS, including the pension, which is primarily funded by CESD and The Individual Account Program, or IAP, which is funded by a six-percent deduction from your paycheck. If you are new to PERS, your PERS deduction will begin automatically after a six-month waiting period.

How to apply:
Submit your application at https://www.applitrack.com/clackesd/onlineapp/. Applications for this position must be submitted by 11:59 PM on the listed closing date and must include:
Cover Letter
Resume
Completed application form

Clackamas Education Service District is proud to be an equal opportunity workplace. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce along with the students and families that we serve.
Clackamas ESD policy provides veterans and disabled veterans with preference as required by law.