Administrative Coordinator

2 days ago

Hillsboro, United States Northwest Regional Education Service District Full time
Job Title: Administrative Specialist - Special Student Services

Northwest Regional Education Service District is an equal opportunity employer committed to building an inclusive community and an environment free from discrimination, harassment, and retaliation. We are proud to be an antiracist organization, working to understand how racial ideology is manufactured and how it impacts the lives of our staff and those we serve.

Job Summary:

In alignment with our mission to improve student learning by providing equitable access to high-quality services and support, we are seeking an Administrative Specialist to perform a variety of advanced administrative support duties of considerable complexity. This role requires thorough knowledge of the organization, its procedures, and operational details.

Key Responsibilities:
  • Provide clerical tasks and secretarial duties for the assigned administrator, including maintaining calendar, scheduling meetings, assisting with documentation, correspondence, phone calls, paper and electronic filing, collection of data, meeting minutes, and preparation for meetings.
  • Independently prepare, maintain, and disseminate records/files; establish and update manual and electronic recordkeeping systems; retain and retrieve files, data, and related information requiring knowledge of department procedures.
  • Compose, review, edit, and proofread documents and reports using correct business English, including composition, spelling, grammar, punctuation, and letter format as needed for correspondence, compliance, or other reporting.
  • Process requisition, reimbursements, purchase orders, invoices, and reports, including appropriate documentation and assuring appropriate approval and account coding using the fiscal software system and intermediate to advanced functions in spreadsheets.
  • Update website for program/department-specific information.
  • Update or develop forms for use in the delivery of assigned tasks.
  • Assist other personnel in order to ensure efficacy of NWRESD work, including training other employees in advanced applications, processes, or procedures.
  • Extensive detailed data entry and retrieval from software system(s) utilized by NWRESD; train others on the use of software system(s) requiring deep and thorough knowledge of all features of the software.
  • Compile data and prepare reports utilizing advanced features in software solutions used by NWRESD, including retrieval and manipulation of data in spreadsheets for a variety of purposes such as state and federal reporting and monitoring for compliance.
  • Process documents and reports submitted by other NWRESD employees for accuracy and compliance, communicating with other staff regarding corrections; disseminate information to appropriate parties.
  • Liaison to component school district and/or other educational parties to support program functions and/or projects, including regular reporting and check-in regarding projects.
  • With the support of the administrator, access the support of Administrative Assistants to support the completion of tasks.
  • Develop and organize systematic processes to manage schedules and timelines.
  • Assist as requested with meeting registration, set-up, and clean-up.
  • Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work.
  • Cultivate and model respectful work and learning environments.

We are committed to ensuring diversity and inclusion in all aspects of recruitment, selection, and employment without regard to race, disability, gender identity/expression, sexual orientation, national origin, ethnicity, religion, veteran or military status, or any other category protected under the law.

We are proud to be an antiracist, Equal Employment Opportunity and Affirmative Action employer. If you need assistance or accommodation due to a disability, please contact us at https://www.nwresd.org/.

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