School-Based Administrative Assistant - Cascade/Pacific

  • Beaverton, OR, USA
  • May 17, 2019
Full time Admin-Clerical

Job Description

Apply NOW at WWW.NWRESD.ORG thru the 'JOBS' tab, OR send a resume to

Department: Department of Schools
Location: Cascade/Pacific (Beaverton)
Salary: Support Services Salary Schedule, Range G ($18.81 - $19.68/hr)
Bargaining Unit: OSEA
Start Date: August 12, 2019
Job Post Closing Date: June 7, 2019

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 School 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 duties involving word processing, spreadsheets, electronic and paper filing, data entry and record-keeping for the school. 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 school 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. This position is differentiated from other site-based Administrative Assistants in the duties related to state and federal reporting and assigned duties as the High School Registrar and liaison to high school counseling offices.


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 Functions: Include the following. Performs some or all of the following tasks.
Other Duties may be assigned. 

A. Greet and assist 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
B. Screen inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
C. Receive and direct Substitutes assigned to the building. This position is assigned as “Campus/Org User” for the location, 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
D. Provide a variety of secretarial duties for the School Principal to include: maintaining calendar, scheduling meetings, assistance with documentation, correspondence, parent and other partner contacts, etc.
E. Compose, review, edit, and proofread documents using outstanding knowledge of business English, including composition, spelling, grammar, punctuation, and letter formatting
F.  Maintain building calendar of meetings; schedule meetings as directed
G. Prepare requisitions, purchase orders, and fiscal reports including appropriate documentation using the fiscal data base and Excel, including appropriate documentation
H. 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
I.  Maintain student records – electronic files and Data Entry/Maintenance in multiple information systems. Includes: Enroll new students in electronic student information system, send for permanent records and review for completion upon receipt; send records to other      schools for students who transfer out; communicate regularly with students’ resident district regarding records; communicate with case managers to maintain state and NWRESD compliance; update data for all students each semester; ALERT immunization records; student attendance data entry and reports; student behavior data entry and reports; special education data entry and reports
J. Registrar/Course reporting duties: Enter master course schedule for the school (all courses taught) annually; update course offerings; print and distribute student transcripts; prepare class rosters in electronic student information system; verify class assignments; print report cards; follow up on final grades assigned to students; respond to questions over the phone and in person from school counselors and other school district personnel related to student records, grades and transcripts
K. Provide invoicing to NWRESD Accounts Receivable monthly for students enrolled in district paid “slots”
L.  ODE Reporting for NWRESD compliance–includes: SSID, IUID, Cumulative ADM, Discipline, Class Roster, Restraint & Seclusion, Title Programs
M. Student Medication Administration – includes record keeping related to medication and emergency medical protocols, and health room maintenance
N. Assist with transportation requests and troubleshooting with component school district personnel related to bussing
O. Liaison to districts served by the building/location to support students, families, and projects/tasks as appropriate
P.  Update website for individual school
Q. Assist other personnel in order to ensure efficacy of all site work
R. Maintain a calm professional environment during times when interruptions, disruptions and a stressful environment interfere with the flow of work
S. Cultivate and model a respectful working and learning environment

                                                           Equal Opportunity Employer
NWRESD recognizes the diversity and worth of all individuals and groups. It is the policy of NWRESD that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities, or employment. 

Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990. Individuals with disabilities may contact the Chief Human Resources Officer at 503-614-1482 for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.