Administrative Assistant II: EI​/ECSE

Administrative Assistant II
, Early Intervention / Early Childhood Special Education (EI/ECSE)

Location: Clackamas ESD Sunnybrook Office, 13455 SE 97th Ave, Clackamas, OR 97015

Schedule: 8 hours per day / 5 days per week / 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 .us to discuss your application.

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 .

Clackamas ESD delivers Early Intervention and Early Childhood Special Education (EI/ECSE) support to young children who exhibit delays or disabilities that affect learning. We coordinate services, and provide specialized consultation and instruction at no cost to families. We work hard to fully include children with disabilities in their communities and prepare children to enter kindergarten ready to learn, providing our services in local preschools, child care centers and homes.

The Administrative Assistant II provides secretarial and administrative support that enables the administrator to maintain focus on the daily operations and administrative functions of the program, department and ESD. The position requires exposure to highly sensitive information and involvement with school district and community contacts, requiring use of discretion, tact, diplomacy and judgment.

• Represents CESD in a professional manner in all communications
• Determines and communicates the priority of phone calls, visitors, reports and correspondence with sensitivity and confidentiality
• Maintains confidentiality regarding all department matters
• Composes written correspondence for CESD with minimal guidance
• Responds to inquiries and referrals from CESD school district personnel, partners and parents via phone, email or in person
• Works closely with the ESD’s Fiscal and Human Resources departments on matters within the scope of assigned responsibility

• Follows all FERPA (Family Educational Rights & Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) laws and requirements
• Updates and manages data on the student information system
• Maintains student information systems or applicable databases
• Collects, sorts and configures data sets and documents for budget, funding and other program needs
• Assists with the year-end reporting process
• Organizes and maintains records and processes necessary for contracts, grants, special projects and employee communications
• Fulfills program-level fiscal functions and/or technology purchasing, including processing requisitions, invoices, purchases, expenditure reports and reimbursements and reconciling account codes
• Fulfills program-level human resources functions, including tasks related to ESD employees, temporary professional employees and personal service contract employees

• Manages the organization, storage and retrieval of technical tools, including files, binders, books, hardware and software
• Manages multiple calendars and assists with event planning
• Develops and maintains electronic and manual recordkeeping systems, including…