The posting
Job Description
__-THIS IS A TEMPORARY POSITION UNTIL JUNE 30, 2027__-
__-HYBRID SCHEDULE WILL BE CONSIDERED__-
Job Title: Administrative Assistant
Assignment: All Departments
Reports To: Director
Evaluated By: Director
FLSA Status: Non-Exempt
Wage: $23.91-30.26
JOB SUMMARY
The Administrative Assistant provides comprehensive administrative and operational support to an assigned program or department within an educational setting. This position manages a broad range of clerical, coordination, and support functions, many of which involve sensitive and confidential information, requiring discretion, sound judgment, and professionalism at all times. The role operates in a fast-paced environment with competing priorities and established deadlines, requiring the ability to manage workload independently, anticipate needs, and ensure the smooth day-to-day functioning of the department. Work is performed with minimal supervision, under general direction, and in alignment with established policies, procedures, and educational best practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other related duties may be assigned.
- Performs general office and administrative duties, including responding to and managing phone calls, email, and other electronic communications; greeting and assisting the public; preparing and processing correspondence and documents; maintaining electronic and physical filing systems; and receiving, sorting, and distributing incoming and outgoing mail and deliveries.
- Provides administrative assistance to the Director/Administrator(s) including calendar management, preparing correspondence, taking minutes, etc.
- Assists in development and reporting on program budget, including quarterly reports and purchases.
- Prepares department requisitions.
- Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepared in a usable format.
- Maintains accurate office records including documents and forms used by program, filing, copying, creating documents, and mailing information.
- Prepares a variety of records including copying, faxing, mailing and filing appropriate records and corresponding with component districts and entities as necessary.
- Translate documents as assigned by supervisor and compensated by the ESD.
- Maintains accurate records including sending and retrieving files, ensuring records, etc. are updated and updating databases as required.
- Prepares regular and accurate reports independently or in collaboration with supervisor for Oregon Department of Education and other agencies, meeting all required deadlines and recording revenue and expenditures as appropriate.
- Assists staff with time sheet information and leave requests.
- Responsible for ESD level projects/processes: Such as grants reports, student enrollment in programs, program marketing materials, internal and external communications.
- Manages and coordinates logistics for professional development workshops, travel arrangements, department events, lunches, trainings, and conferences.
- Coordinates travel and assists with other administrative needs.
- Reports safety, sanitary and fire hazards immediately to the supervisor.
- Interacts thoughtfully and courteously with students, staff, administrators, and parents and resolves conflict in a professional manner.
- Communicates clearly with coworkers and other staff.
- Dress appropriately for the position. Refer to Staff Dress Code in the Employee Handbook.
- Provide professional and responsive support to students, staff and families.
- Appropriately maintains and secures confidential records and inquiries.
- Represent the ESD and school positively and professionally in all interactions.
- Maintains appropriate certifications and training hours as required.
- Attends work daily as assigned and is punctual.
- Adheres to the daily schedule as assigned by the supervisor.
MARGINAL DUTIES AND RESPONSIBILITIES
Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other related duties may be assigned.
- Assists with basic troubleshooting and coordination of service for office equipment and technology (e.g., copiers, printers, postage meters, telephones), including submitting service requests and tracking resolution.
- Provides incidental administrative support to other office or department staff during periods of increased workload, staff absence, or special projects, as assigned.
- Participates in staff meetings, training, and in-service activities to support department communication, alignment, and continuous improvement.
- Provides temporary coverage for other administrative staff to ensure continuity of essential office functions, within training and established procedures.
- Performs miscellaneous clerical or support tasks that contribute to efficient office operations and a professional work environment, consistent with job scope and supervisor direction.
- Translate documents
SUPERVISORY RESPONSIBILITIES
All ESD employees have some responsibility for supervising students and assisting in maintaining a safe environment.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities needed for successful performance. An equivalent combination of education, training, certification, and experience that provides the required competencies may be considered. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Training
- High school diploma or General Education Diploma (GED).
- Minimum of three years of successful experience in typing, clerical work, or related training; or an equivalent combination of education and experience.
- Associate’s Degree preferred.
- Prior successful experience working in a school setting strongly preferred.
- Ability to accurately enter and retrieve computerized data.
Knowledge, Skills, and Abilities
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to prepare complex correspondence.
- Ability to handle large amounts of money and accurately document financial transactions.
- Ability to perform low-level accounting functions.
- Ability to process requisitions; track expenditures, invoices, receipts, and stipend payments; complete grant reporting; track budgets; communicate with vendors; and manage calendars and websites.
- Advanced knowledge of computer usage and ability to use standard school software, internet applications, email, spreadsheets, accounting programs, and word processing software.
- Ability to learn new computer programs as needed for the position.
- Ability to create graphs and charts in spreadsheet software.
- Ability to type accurately and proficiently.
- Ability to comprehend, interpret, and explain relevant laws, rules, regulations, policies, and procedures.
- Ability to exercise good judgment and work effectively in an environment with frequent interruptions.
Communication and Interpersonal Skills
- Ability to communicate fluently in English, both orally and in writing, is required.
- Ability to communicate fluently in Spanish is preferred; may be required depending on department assignment.
- Ability to respond to inquiries or complaints from students, parents, staff, and community members.
- Works effectively with individuals from diverse backgrounds.
- Demonstrates strong interpersonal skills: maintains confidentiality, listens without interrupting, stays calm under pressure, remains open to ideas, and contributes to a positive team environment.
- Ability to communicate appropriately with students, teachers, administrators, parents, vendors, law enforcement, community agencies, and others.
Analytical, Organizational, and Technical Skills
- Ability to accurately interpret and implement instructions provided in written, oral, or diagrammatic form.
- Ability to address problems involving several variables in a variety of situations.
- Ability to accurately organize data, maintain records, and manage multiple tasks simultaneously.
- Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Mathematical and Reasoning Skills
- Ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals.
- Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
- Ability to apply basic mathematical concepts to financial and accounting tasks.
Licenses and Clearances
- Certificates as required by the ESD.
- Valid Oregon Driver’s License.
- Criminal Justice fingerprint clearance and successful completion of the ESD background screening process.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is frequently required to stand and stoop, kneel, crouch or crawl and climb stairs. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, ability to adjust focus and peripheral vision.
Physical Requirements:
- N = NEVER Not Present
- O = OCCASIONALLY Occurs up 1/3 of the time
- F = FREQUENTLY Occurs 1/3 to 2/3 of the time
- C = CONSTANTLY Occurs 2/3 or more of the time
Stand/Walk
F
Squat
O
Sit
O
Climb Stairs
O
Drive
O
Lifting 10 lbs
C
Single Grasping
C
Lifting 25 lbs
C
Pushing and Pulling
C
Lifting 50 lbs
O
Fine Manipulation
C
Lifting 75 lbs
N
Bend
O
Lifting 100 lbs
N
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is performed in a school or educational office environment that blends a professional office setting with an active school campus. The work environment includes routine use of standard office and instructional technology, such as computers, telephones, copiers, printers, and related equipment. The noise level is typically low to moderate but may increase at times due to student presence, school activities, meetings, or special events. The position may involve regular interaction with students, staff, families, and the public and may include occasional exposure to health-related risks common in a school setting, including potential exposure to bloodborne pathogens.
OTHER
Mandatory Child Abuse Reporting
As mandatory reporter (ORS.419b.010), you are required to immediately report to Law Enforcement and or Department of Human Services, any instances of suspected child abuse. See ESD Board Policy for reporting requirements.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The ESD may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable, pursuant to Collective Bargaining Agreement.
Prepared By: CAS Prepared Date: December 9,2025
Reviewed By: CGJC Review Date: December 16,2025
Approved By Committee: December 16,2025 Adopted Date: December 31, 2025
Agreement
I have read and received a copy of this job description. I understand the expectations required for this position and that a copy of this job description will become part of my personnel file.
______________________________________ _______________________________________
Employee Signature Date
