Administrative Specialist (Confidential), Supporting Human Resources and Fiscal
Location: Clackamas Education Service District - Sunnybrook Office - 13455 SE 97th Ave, Clackamas, OR 97015
Schedule: 8 hours per day / 5 days per week / 240 Year-Round Calendar
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 the job description. We are most interested in finding the best candidate for the job, and that candidate may be the 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 at hr@clackesd.k12.or.us to discuss your application.
Find your "why" with Clackamas ESD
At Clackamas Education Service District, our mission is to lead, serve and innovate for learning. Clackamas ESD provides services in early learning, special education, technology and teacher/staff support to Clackamas County school districts. We ensure students and families in all of our communities — big and small — have access to equitable education services. Learn more about CESD here: http://www.clackesd.org/about/
About the programs:
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.
About this position:
The Confidential Administrative Specialist provides secretarial and administrative support of an increasingly complex and specialized nature for the assigned Director. Provides administrative, 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.
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.
-Performs data entry and data processing in the CESD Enterprise Resource Planning software.
-Performs a variety of word processing, document processing, filing, and general organizing.
-Makes purchases on behalf of the assigned department or program office as directed following established procedures and policies. Assists with tracking of expenditures and processing of receipts for reconciliation of monthly statements and reports.
-Performs research and produces reports utilizing online surveys and software.
-Coordinates departmental, program, and agency-wide meetings, events, and in-services including creating calendar invitations, reservation of conference rooms; meeting room set-up, preparation of meeting materials; menu selection and coordination of catering services, preparation of refreshments; and clean-up/re-set of meeting rooms.
-Takes detailed notes for assigned Executive Director for various types of meetings, to include departmental, inter-departmental, external advisory meetings, and other assigned meetings as directed.
-In collaboration with the Communications Department, maintains the department or program webpages on the CESD website and/or intranet, to include creation and maintenance of forms and/or other documents and information related to the departments or programs being supported.
Minimum qualifications:
-Three (3) years’ successful experience fulfilling the functions of an administrative assistant; at least one year experience assisting an Executive Director.
-Associates Degree in a business or finance related field.
-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.
-Highly proficient in word processing, database, spreadsheet, and presentation software as required to execute essential functions of position.
-Ability to respond to administrative need with flexibility and a positive attitude.
-Exceptional time management, planning, and organizational skills.
-Exceptional problem-solving and decision-making skills including flexibility and adaptability to changing conditions.
-Exceptional oral communication skills to interact with coworkers, other employees, clients, and the public, using discretion, tact, diplomacy, and judgment.
-Exceptional ability to coordinate assignments and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
-Exceptional ability to maintain confidentiality of sensitive and confidential information and materials.
-Written and oral communication skills sufficient to perform essential functions.
-Physical and mental attributes sufficient to perform essential functions.
Salary: Range 1 of the Meet and Confer salary schedule: $63,831 - $69,942 depending on experience.
Benefits:
-Full medical, dental, and vision insurance with generous district-paid contribution
-Retirement through the Oregon Public Retirement System (PERS) includes pension and individual account program
-Paid time off, including paid holidays, sick leave, and other personal leave
-Opportunities to grow with us with generous professional development expense reimbursements
-Clackamas ESD covers the full cost of fingerprinting for new employees, saving you $82.50 - a benefit not offered by most other districts.
-Read more about our benefits here: http://www.clackesd.org/employment/
Retirement plan contributions:
Clackamas ESD employees working 600 or more hours in a calendar year are eligible for the Oregon Public Employee Retirement, or PERS. There are two components to PERS, including the pension, which is primarily funded by CESD and The Individual Account Program, or IAP, which is funded by a six-percent deduction from your paycheck. If you are new to PERS, your PERS deduction will begin automatically after a six-month waiting period.
How to apply:
Submit your application at https://www.applitrack.com/clackesd/onlineapp/. Applications for this position must be submitted by 11:59 PM on 12/5/25 and must include:
-Cover Letter
-Resume
-Completed application form
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.
Clackamas ESD Notice of Nondiscrimination: https://www.clackesd.org/non-discrimination-and-title-ix/
