Administrative Specialist (Confidential) Supporting HR and Fiscal
Human Resources & Fiscal Services
Full Time (8 hours per day, 5 days per week)
240-Day Work Year (July through June)

Application deadline: February 21, 2023 by 4:30 p.m.

To apply: Submit your application directly at https://www.applitrack.com/clackesd/onlineapp/

Commences: As soon as practical following job offer

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 a job description. We are most interested in finding the best candidate for the job, and that candidate may be 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 to discuss your application.

About the position:
The Confidential Administrative Specialist provides secretarial and administrative support of an increasingly complex and specialized nature for the assigned Director. Provides secretarial, research, technical, and office services and performs designated administrative duties to support agency, program, or department operations

The job position requires exposure to highly sensitive information, including matters related to collective bargaining, and involvement with ESD, school district, partner agency, and community contacts requiring considerable use of discretion, tact, diplomacy, and judgment.

About Clackamas Education Service District (CESD):
Clackamas Education Service District is one of Oregon's 19 ESDs charged with providing programs for children with special needs, technology support, school improvement, and administrative services to local school districts and the Oregon Department of Education. Clackamas ESD serves ten school districts in Clackamas County, including Canby, Colton, Estacada, Gladstone, Lake Oswego, Molalla River, North Clackamas, Oregon City, Oregon Trail, and West Linn-Wilsonville.

About the departments:
Human Resources:
The Human Resource Services Department supports the Clackamas ESD mission by recruiting, selecting, supporting, and retaining a highly qualified and diverse staff. We offer consultation and assistance on work-related issues, including contractual responsibilities, human resource policies and procedures, and compliance with legal mandates. Human Resource Services takes pride in sustaining collaborative working relations with the district's employee associations.

Fiscal Services:
The Fiscal Services Department performs and oversees all fiscal functions for the ESD including: budget development and preparation, accounts payable/receivable functions and monthly payrolls; monitoring local, state, and federal contracts and grants, administering the District's Section 125 Plan and risk-management program, and more. In addition to the District accounting functions, Fiscal provides customer service to all local school districts within Clackamas County for the finance system, such as payroll, accounts payable and fixed asset accounting. Fiscal also assists local districts with general accounting matters, fiscal analysis, and interpretation of local budget law and public bidding rules. At the request of the local school districts, Fiscal will assist with the preparation, review and filing of budget documents with the appropriate agencies.

Essential functions:

• Greets and assists CESD staff, agency partners, clients, and community members with prompt and courteous responses on behalf of the administrators.
• Performs a wide variety of complex confidential (Per ORS 243.650) administrative and secretarial support duties for the assigned Executive Director, which may include responsibility for area reception; preparation for collective bargaining and contract negotiations, assisting patrons or staff with daily inquiries or other concerns.
• Provides exceptional customer service; independently responds to general inquiries, concerns or complaints regarding services or programs and/or refers to appropriate staff member.
• Makes travel arrangements including air and ground transportation; lodging; dining; and other activities related to conferences as directed.
• Coordinates the office operations of the assigned department or program, including scheduling meetings and appointments, phone and written correspondence, filing, research, facility appearance and maintenance oversight, basic accounting functions and errands as directed.
• For a complete list of essential functions, please see the full job description.

Minimum qualifications:

• Recent successful experience fulfilling the functions of an administrative assistant required; experience assisting program supervisor or department head preferred.
• Demonstrated ability to organize and manage an executive’s schedule, time, phone calls, email, paperwork, and workspace.
• Demonstrated ability to compose, revise, edit, and/or proofread professional documents.
• Recent experience related to performing data entry and pulling data from an enterprise resource planning software system.
• Outstanding knowledge of and ability to use business English, including composition, spelling, grammar, punctuation, and appropriate document formats.
• For a complete list of minimum qualifications, please see the full job description.

Salary: $57,853-$63,392. Salary based on highest level of education and prior years of applicable experience.

Some of the benefits you will receive:

• Full medical, dental, and vision insurance for you and your dependents
• 20 vacation days per year with 6-month carry-over provision
• 6 paid on-call days
• 9 paid holidays
• 3 personal business days
• 12 days paid sick leave
• 5 paid family illness/routine health care days
• Paid professional development leave
• $3000 in moving expense reimbursement if moving from 150+ miles away
• Retirement through the Oregon Public Retirement System (PERS) includes pension and individual account program

Clackamas ESD complies with the Oregon Health Authority mandate that requires all staff to be vaccinated against COVID-19, or have an approved religious or medical exception. New hires will be required to provide proof of their vaccinated status, or receive approval on a submitted OHA exception request form for a qualifying medical or religious reason, prior to their first day of employment.

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.

Job Type: Full-time

Pay: $57,853.00 - $63,392.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Clackamas, OR 97015: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Will you be available to perform work in an on-site setting?
• Do you have recent successful experience fulfilling the functions of an administrative assistant?

Work Location: One location

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