Administrative Assistant - Douglas ESD

Douglas Education Service District; Roseburg (OR); On-site; USD 30,000 - 38,000; Full time

Job summary

Douglas ESD is seeking an Administrative Assistant to provide comprehensive clerical support for department programs, including scheduling, budgeting, recordkeeping and coordination of meetings. The role requires attention to detail and the ability to communicate effectively with staff and participants.

The position is anchored by a 200-day year, 5 days per week, 8 hours per day, with an immediate start and a starting salary in the posted hourly range. A background check is part of the process.

Qualifications

• High School diploma or equivalent.
• Minimum of 2 years of experience in office work is preferred.
• Ability to work efficiently with attention to detail.

Responsibilities

• Review documentation for accuracy pertaining to IFSPs and SPR&I compliance.
• Understand and bill for Medicaid purposes.
• Provide coverage for front reception area by greeting guests and answering phones.
• Coordinate clerical activities for the program director/coordinator, including scheduling travel.
• Maintain awareness of department, program, district, and school calendars.
• Coordinate meetings, programs, or events for the department.
• Represent the department in meetings when requested.
• Prepare correspondence, reports, minutes, and memoranda in proper format.

Skills

Attention to detail

Clerical tasks

Communication

Education

High School diploma or equivalent

Job description

Administrative Assistant - Douglas ESD

200 days per year, 5 days per week, 8 hours per day beginning immediately.

APPLICATION DEADLINE: 10/29/2026 at 3:00 pm

STARTING SALARY: $21.52 - $27.72 per hour

JOB SUMMARY: This position provides administrative support for department programs, including clerical tasks, communication, and recordkeeping while positively representing the program.

Full job description is attached in Applicant Tracking.

DUTIES:

This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.

• Ability to review documentation for accuracy pertaining to IFSPs to ensure SPR&I compliance.
• Ability to understand and bill for Medicaid purposes.
• Provide coverage for front reception area by greeting guests and/or answering phones as needed and requested.
• Acts as administrative assistant for program director/coordinator for the strand and coordinates clerical help when assigned, including scheduling travel arrangements.
• Maintains awareness of department, program, district, and school calendars.
• Coordinates meetings, programs, or events specific to the department by communicating, arranging, and organizing all components as directed.
• Participates on committees or as a member of a team or attends meetings as requested. May represent the department manager at meetings in person, online or phone based.
• Composes and prepares pertinent correspondence, reports, minutes, and memoranda in appropriate format, applying knowledge of established departmental procedures and functions.
• Ability to develop marketing materials, distributes flyers and other promotional materials. Ability to design, research, write and edit newsletters.
• Applies knowledge of agency rules, policies, and procedures when working with internal and external customers.
• Manages and tracks department credit cards & travel reimbursement.
• Performs bookkeeping according to established account classification for department or program strands in addition to budget management, including processing and tracking purchase orders, budget account code management and cost tracking.
• Assists to ensure proper tracking and monitoring of grants, and contracts and, subcontracts; establish and maintain related recordkeeping and reports.
• Indexes and files correspondence, reports, and other materials for department or program strand.
• Receives and distributes mail, supplies, and other materials for department or program strand.
• Operates standard office equipment such as computer, printer, copier, fax machine, mail machine, scanner, etc. Uses appropriate software efficiently and effectively to accomplish work within the department or program strand.
• Ability to work efficiently with attention to detail.
• Completes department specific projects and tasks as directed by supervisor.
• Ability to work a flexible schedule and travel to and from school locations in the Douglas ESD service area.
• Other duties as assigned.

QUALIFICATIONS

• High School diploma or equivalent.
• Minimum of 2 years of experience in office work is preferred.
• Ability to work efficiently with attention to detail.

Douglas ESD has been awarded the Douglas County Working Parents Award for 2026.

Background Check Conducted

Douglas ESD is an equal opportunity/affirmative action employer committed to diversity and valuing the cultural, educational, and life experience of each student and employee, as well as equitable outcomes for all students.

Douglas ESD policy provides veterans and disabled veterans with preference as required by law.