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)
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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 (hr@clackesd.org) to discuss your application.

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GENERAL DESCRIPTION OF THE POSITION: *
The Administrative Specialist provides secretarial and administrative support* of an increasingly complex and specialized nature for the HR Director and the Chief Financial Officer (CFO), in support of the CESD Strategic Compass.

The 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.

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Provides advanced secretarial, research, technical, and office services; serves as confidential (Per ORS 243.650) secretary to the HR Director and CFO; and performs a wide range of administrative duties to support HR and Fiscal department operations.

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DEPARTMENT DESCRIPTIONS: *
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.

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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.

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CLACKAMAS EDUCATION SERVICE DISTRICT: *
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.

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ESSENTIAL FUNCTIONS: *

• Performs a wide variety of complex confidential (Per ORS 243.650) administrative and secretarial support duties for the HR Director and CFO, which may include maintaining calendars and appointments, reviewing and prioritizing email inboxes, preparation for collective bargaining and contract negotiations, assisting patrons or staff with daily inquiries or other concerns, and responding to general administrative inquiries.
• May assist or manage the HR Director and CFO’s administrative functions including scheduling meetings and appointments, phone and written correspondence, filing, research, facility appearance and maintenance oversight, basic accounting functions and errands as directed.
• Assists the HR Director and CFO in the performance of administrative functions, including correspondence, scheduling and preparation including preparation of meeting agendas, minutes and reports, development of follow-up action plans; budget preparation, and special projects.
• Serves, as directed and needed, the Front Desk by greeting and assisting CESD staff, agency partners, clients, and community members with prompt and courteous responses on behalf of the administrators.
• Provides exceptional customer service; independently responds to general inquiries, concerns or complaints regarding services or programs and/or refers to other appropriate staff member.
• 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.
• Outstanding knowledge of and ability to use business English, including composition, spelling, grammar, punctuation, and appropriate document formats.
• Highly proficient in word processing, database, spreadsheet, and presentation software as required to execute essential functions of position.
• For a complete list of minimum qualifications, please see the full job description.

TO APPLY: Submit your application directly at https://www.applitrack.com/clackesd/onlineapp/

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APPLICATION DEADLINE: * December 26, 2022
COMMENCES: January 10, 2023
SALARY: $57,853-$63,392. Salary based on highest level of education and prior years of applicable experience.
BENEFITS: Clackamas ESD offers a generous benefit package providing health insurance including HRA options, dental with orthodontia, and vision insurance, with district-paid premium contributions. Paid holidays, sick leave, vacation time off, and other personal leave provided, along with retirement through the Oregon Public Employees Retirement System (PERS) and professional development allocation. Read more about our benefits here.

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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.*

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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._

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Clackamas ESD policy provides veterans and disabled veterans with preference as required by law.*

Job Type: Full-time

Pay: Up to $63,392.00 per year

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