Description | 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:
- Provides professional skills in e-mail, word processing, database program entry, and spreadsheet applications for the purpose of relaying information to appropriate parties.
- Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
- Knowledge of department specific program areas including policies and procedures.
- Collaborates with department director/coworkers to design and produce program specific documents.
- Performs work with accuracy, thoroughness and dependability.
- Demonstrates understanding of job requirements.
- Demonstrates the ability to learn and perform under changes in work or working conditions.
- Can be counted on to follow instructions and works well with a minimum of supervision.
- Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
- Effectively communicates with others in an appropriate manner.
Essential Job Functions:
- Assists with administration and regulation of department’s budgets. Monitor revenue, expenditures, and reconcile year-end balances.
- Assists department staff in meeting agency system requirements (travel, reimbursements, payroll, etc.).
- Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
- Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
- Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
- Completes and submits referrals/reports/plans as required by program area.
- Maintains student database/lists in accordance with agency and/or program needs as appropriate.
- Provides assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate staff, board members and/or community partners.
- In Department Director’s absence, make independent decisions within limits of agency policies and procedures regarding department matters.
- Collaborates and plans with community stakeholders to provide supports to homeless youth.
- Attends other agency meetings regarding homelessness.
- Attends all migrant required training and workshops provided by the Oregon Migrant Education Service Center.
- Maintain a regular filing system (electronic and paper) and department inventories.
- 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.
|