Note: This job is open to INTERNAL CANDIDATES ONLY; open until filled. Salary dependent upon current full-time salary placement at CGESD.

Columbia Gorge Education Service District

Job Description – Administrative Assistant – Special Projects (Migrant Summer School)

Title: Administrative Assistant – Special Projects (Migrant Summer School)

Department: Special Projects

Classification: Classified

Supervised by: Program Director or Superintendent

Work Year: Assigned by Director

Position Purpose:

To provide record keeping, clerical support and assistance in the efficient and effective operation of programs in conformance to ESD and State objectives.

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Three years job related experience or a graduate of a recognized school of secretarial skills preferred.
• Associate Degree or other post-secondary education and/or training in a related field preferred.

• Bilingual in English/Spanish is preferred.

Licenses, Certifications, Bonding, and/or Testing Required: 

• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• First Aide Card
• Successfully pass district background screening

Knowledge, Skills and Abilities:

1. Provides professional skills in e-mail, word processing, database program entry, and spreadsheet applications for the purpose of relaying information to appropriate parties.
2. Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
3. Knowledge of department specific program areas including policies and procedures.
4. Collaborates with department director/coworkers to design and produce program specific documents.
5. Performs work with accuracy, thoroughness and dependability.
6. Demonstrates understanding of job requirements.
7. Demonstrates the ability to learn and perform under changes in work or working conditions.
8. Can be counted on to follow instructions and works well with a minimum of supervision.
9. Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
10. Effectively communicates with others in an appropriate manner.

Essential Job Functions:

1. Assists with administration and regulation of department’s budgets. Monitor revenue, expenditures, and reconcile year-end balances.
2. Assists department staff in meeting agency system requirements (travel, reimbursements, payroll, etc.).
3. Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
4. Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
5. Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
6. Completes and submits referrals/reports/plans as required by program area.
7. Maintains student database/lists in accordance with agency and/or program needs as appropriate.
8. Provides assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate staff, board members and/or community partners.
9. In Department Director’s absence, make independent decisions within limits of agency policies and procedures regarding department matters.
10. Collaborates and plans with community stakeholders to provide supports to homeless youth.
11. Attends other agency meetings regarding homelessness. 
12. Attends all migrant required training and workshops provided by the Oregon Migrant Education Service Center. 
13. Maintain a regular filing system (electronic and paper) and department inventories.
14. Perform other related duties, as assigned, to support the success of the agency.

Educational Skills

Language & Communication:

• Ability to comprehend, interpret and explain pertinent laws, rules, regulations, policies, and procedures. 
• Ability to read and comprehend instructions, correspondence, and memos.

• Ability to speak effectively with other employees and/or students.

• Ability to effectively present information and respond to questions from groups of administrators, managers, employees, clients, customers, and/or the public.

• Ability to write reports and business correspondence.

• Ability to effectively present information and respond to questions from individuals or groups.

Mathematical: 

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to compute rate, ratio, and percent and to draw and interpret graphs.

• Ability to apply concepts of basic algebra and geometry.

• Ability to make accurate mathematical computations or apply standardized statistical procedures.

Reasoning Ability: 

• Ability to solve practical problems and deals with a variety of concrete variables in situations where only limited standardization exists.

• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Workplace Expectations: 

• Work effectively with and respond to people from diverse cultures or backgrounds. 
• Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting. 
• Have regular and punctual attendance. 
• Confer regularly with other ESD staff, ESD Districts, and immediate supervisor. 
• Follow all District policies, work procedures and reasonable requests by proper authority. 
• Maintain the integrity of confidential information relating to a student, family, colleague or District patron. 
• Demonstrates professional character in all job responsibilities. Displays courteous, polite disposition, exercising tact and diplomacy. Maintains confidentiality in all aspects of the agency.
• Attend trainings related to professional growth to stay current on best practices.