Position: Administrative Assistant V
Department: School Improvement
Reports to: Department Director
LIMITED DURATION
This is a limited-duration assignment with an anticipated end date of June 30, 2027. Employment beyond that date is not guaranteed and is subject to continued funding.
POSITION PURPOSE:
Provide advanced/expert level administrative support to an MESD Department Director.
NATURE & SCOPE:
This is an advanced level classification in the Administrative Assistant series. The Administrative Assistant V performs work that emphasizes advanced technical and clerical and budget and contracting support.
Performs a variety of time-sensitive, confidential, technical and clerical tasks using independent judgment in applying established practices and procedures in support of a Department Director. Receives and handles calls and visitors; maintains data in automated systems; types a variety of forms, correspondence, and other documents; maintains files and records; sorts and distributes mail; assists staff and customers; and performs other duties as assigned.
ESSENTIAL JOB FUNCTIONS:
- Provide advanced level administrative support to the Department Director, including managing staff calendars, scheduling meetings, and handling correspondence.
- Arrange travel, accommodations, and/or transportation for administrators, considering preferences, schedules, and budget constraints.
- Draft, format, and proofread correspondence, reports, and presentations with a high degree of accuracy
- Coordinate and manage projects from initiation to completion, including creating project plans, tracking progress, and communicating updates to stakeholders.
- Maintain confidentiality and discretion when handling highly sensitive information, such as employee records, financial data, and strategic plans.
- Act as a liaison between Directors, internal staff and component districts and partners.
- Convey information accurately and professionally.
- Plan and coordinate district level meetings, conferences, and events, including arranging for venues, catering, and audiovisual equipment.
- Oversee office operations, including maintaining office supplies, equipment, and facilities, and ensuring a clean and organized work environment.
- Assist in training program staff, providing guidance and support as needed.
- Advanced knowledge of Google Suite and other MESD databases and software systems to enhance productivity and efficiency.
- Manage multiple priorities and deadlines effectively, ensuring that tasks are completed accurately and timely.
- Identify opportunities for process improvement and suggest ways to streamline administrative processes and enhance efficiency.
ESSENTIAL QUALITIES:
Equity: Lead and support regional equity initiatives
Vision: Lead with vision, follow-through and student focus.
Trust: Develop trust among coworkers and students through honesty and fairness.
Communication: Communicate in an inclusive, effective and collaborative manner.
Personal Qualities: Be respectful, excel in customer service, caring, humble and courageous.
Agency-wide perspective: Be involved in and supportive of continuous overall improvement of MESD programs and services.
Attendance: Daily and consistent attendance and puncuality are paramount as this provides consistency and alignment with students, peers and programming outcomes.
MINIMUM QUALIFICATIONS, SKILLS, ABILITIES:
- Advanced proficiency in Google Suite (Gmail, Word, Excel, PowerPoint).
- Excellent written and verbal communication skills, including the ability to communicate effectively with executives, staff, and external stakeholders.
- Excellent organizational and time management skills.
- High level attention to detail and accuracy in work.
- Ability to prioritize tasks and manage multiple deadlines.
- Advanced math skills for handling budgets and financial records.
- Knowledge of office equipment and procedures.
- Ability to work independently and in a team environment.
- Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Strong interpersonal skills and ability to work well with others.
- Problem-solving skills and ability to find solutions to administrative issues.
- Professionalism and ability to maintain confidentiality.
- Customer service orientation and willingness to assist others.
- Ability to learn new skills and technologies quickly.
- Flexibility and willingness to take on new tasks and responsibilities as needed.
DESIRED QUALIFICATIONS, SKILLS, ABILITIES:
- Bilingual or multilingual in Spanish, Vietnamese, Chinese, Russian and/or Somali
- Experience in public or government agencies
EDUCATION & EXPERIENCE:
- Associate’s degree or higher
- A minimum of five (5) years experience of progressively responsible secretarial and/or administrative assistant experience including administrative support at a senior management level; or
- Any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job
WORKING CONDITIONS:
Work is performed in a typical office subject to moderate. Hybrid work schedule may be available.
PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Mobility: Frequent sitting for long periods of time; occasional bending or squatting.
- Lifting: Frequently up to 10 pounds; occasional up to 25 pounds.
- Vision: Constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
- Dexterity: frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
- Hearing/talking: frequent hearing and talking, in person and on telephone.
- Emotional/Psychological: frequent decision-making and concentration; frequent public and/or co-worker contact; occasional working alone.
This position is subject to board policies, administrative rules and procedures, department regulations and applicable state and federal statutes. This position does not carry administrative authority. All commitments outside of authorized programs and services are subject to prior approval by the supervisor of this position.
NOTE: The description contained herein reflects general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.
EQUAL OPPORTUNITY EMPLOYER
MESD recognizes the diversity and worth of all individuals and groups. It is the policy of MESD that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities, or employment.
Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990. Individuals with disabilities may contact the Human Resources Director for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.