SOESD - Administrative Assistant III

Southern Oregon Education Service District; Phoenix (OR); On-site; USD 26,000 - 31,000; Full time

Benefits offered by this job

Health insurance

PERS (Public Employee Retirement)

Job summary

Southern Oregon ESD in Phoenix, OR, seeks an Administrative Assistant III to provide essential administrative and operational support across Long-Term Care, School Nursing, and Speech programs. Responsibilities include scheduling, communications, purchasing, travel arrangements, and maintaining data systems.

The role reports to the program administrator and requires discretion, organization, and collaboration across departments.

Qualifications

• High School Diploma or equivalent and four years progressively responsible secretarial experience; or any combination of education and experience which would provide the applicant

Responsibilities

• Prepares a wide range of documents from draft or general instructions for letters, reports or memos.

Skills

Microsoft Office

Google Workspace

Zoom

Canva

Education

High School Diploma or equivalent and four years progressively responsible secretarial experience

Tools

Canva

Job description

The SOESD Long-Term Care, School Nursing, and Speech Departments are seeking a highly organized, detail-oriented Administrative Assistant to provide essential operational and administrative support. These programs serve students in Josephine and Jackson County. Speech and Language Pathologists, teachers, administrators, and nurses provide consultation and support to school districts and SOESD programs throughout the region. Reporting directly to the Coordinator, the Administrative Assistant manages scheduling, communications, purchasing, travel arrangements, and business operations; coordinates hiring processes; maintains student data systems; and supports professional development events. This position serves as the central point of coordination for daily operations, ensuring efficient communication and seamless administrative processes across both programs. Successful candidates will demonstrate exceptional organizational skills, the ability to manage multiple priorities in a fast-paced environment, and a collaborative, service-oriented approach. Proficiency with Microsoft Office, Google Workspace, and Zoom is required. Experience with Canva or other graphic design platforms is preferred. Experience in an educational setting is preferred.

About SOESD

Southern Oregon ESD is located in the Rogue Valley, the cultural and economic heart of southern Oregon, home to legendary snow-skiing, white-water rafting, kayaking, hiking, fishing, as well as numerous cultural venues and events such as art galleries, the Britt Music Festivals, the Ashland Independent Film Festival, and the renowned Oregon Shakespeare Festival.

Administrative Assistant III (Long Term Care and Treatment, School Nursing and Speech)

Position Goal

To assist the program administrator in performing a full range of secretarial and specialized staff duties to support program and other operations requiring specific knowledge of agency programs, functions, policies, and procedures and may exercise technical and functional direction and guidance over clerical staff. Typical duties depend on specific assignments and may include assisting with budget preparation and monitoring; providing staff support to directors, coordinators, supervisors, and outside agencies; and serving as a representative for the program as directed by the administrator.

Level of Responsibility / Supervision

Employees in this position are distinguished by the greater complexity of and breadth of office assignments requiring expertise in the full range of secretarial skills. Duties at this level are performed independently and often involve the completion of varied and unrelated assignments or technical functions over which the employee has exclusive or near-exclusive control. Assignments at this level require technical and detailed knowledge of program and agency functions and procedures.

Duties & Responsibilities (Positions may consist of some or all of the following duties)

• Prepares a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions; in writing or verbally responds to inquiries, requiring general knowledge of agency operations.
• Compiles, organizes, and maintains program statistical data in a usable form for completing various reports pertaining to federal, state, and county information requirements.
• Processes purchase orders, expense reimbursement statements, travel requests, and other related requisitions assuring proper approvals, coding and records; purchases office supplies and equipment for the unit, and maintains inventory of supplies and related materials.
• Performs receptionist functions such as screening incoming calls, taking messages, and/or routing calls; responds to routine questions about programs or services; greets visitors and directs to appropriate location and/or staff person.
• Sorts, screens, distributes, and responds to correspondence within program/department in a variety of formats (US Mail, courier mail, and e-mail)
• Prepares and organizes materials for meetings, arranges for food services, prepares agenda, secures meeting location, composes minutes, prepares correspondence and meeting reminders, transcribes and processes dictation (determining layout and format), and performs follow-up assignments.
• Coordinates workshop locations, designs brochures, registers participants, and assists presenters in preparation of material.
• Establishes, maintains, and updates files, lists, records, and logs on computerized and manual record-keeping systems; accesses, retrieves, verifies, and inputs data pertinent to the program needs.
• Coordinates staff travel needs including conference registration, hotel accommodations, and transportation requirements.
• Maintains attendance and other employee records for related program/department.
• Maintains an appointment calendar for supervisor and staff, schedules appointments and meetings, and assists in day-to-day planning.
• Oversees inventory of office supplies and ensures maintenance of office equipment
• Supports staff in building systems operations, such as use of computer, fax machine, photocopiers, telephone system, voicemail, and printers
• Works as a team member through effective communication and interpersonal skills with staff and community.
• Establishes and maintains a high level of confidentiality with personnel, students, and program/agency information. Makes decisions independently according to established policies
• Serve as the key contact person for a program, school or other functions, which may include responsibilities for parent, student, or other customer communications, and/or liaison with other agency departments, school districts, or agencies.
• Compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations. May involve obtaining quotes from vendors as directed and providing printing estimates to customers.
• Researches files and records for information as directed or based on department policies or legal requirements.
• Contributes to the economic efficiency of the program by monitoring expenditures and billing systems, tracking and reconciling grants, funding, and revenue, and performing budgeting and bookkeeping functions.
• Initiates regularly recurring reports and standard form letters. Maintains program records, making periodical audits as necessary, and prepares follow-up reports requiring action on a periodic basis.
• Performs other job-related duties as assigned by direct supervisor.

Minimum Prerequisites

• High School Diploma or equivalent and four years progressively responsible secretarial experience; or any combination of education and experience which would provide the applicant

with the desired skills, knowledge, and ability required to perform the job.

Location: In person at 5465 S. Pacific Highway, Phoenix, OR 97535

Length of Position: 1 FTE /258 days (annual year-round position)

Salary:$18.79- $22.49 an hour per classified collective bargaining agreement

Immediate Supervisor: Diane Dunas, Student Services Coordinator

SOESD Benefits (For .50 FTE And Over)

• Southern Oregon ESD contributes up to $2045.00 per month (family coverage) for health, dental and vision insurance premiums for qualified employees.
• Employer-paid PERS (Public Employee Retirement System), including additional 6% individual investment account with PERS.
• 9 paid holidays
• A generous sick, vacation and discretionary (personal) leave packet is also provided to qualified employees.

Health Insurance

• OEBB MODA
• Includes medical, dental, vision & prescription insurance
• Monthly premium deducted pre-tax

Options

• Health Savings Accounts
• Flexible Spending Accounts medical, day-care expenses
• Optional Coverage for Additional Life, AD&D, Short Term Disability Insurance through Aflac or American Fidelity
• 403(b)
• Mercy Flights Membership

The following physical requirements are essential functions of the Administrative Assistant III job description

• Stand/walk 1-4 Hrs./Day
• Sit 6-8 Hrs./Day
• Drive 4-6 Hrs/Day
• Bending.Occasionally
• Squat Occasionally
• Climb Stairs Occasionally
• Single Grasping Frequently
• Pushing Occasionally
• Pulling Occasionally
• Fine Manipulation.Frequently
• Repetitive Foot Controls.LimitedLifting (less than 25 lbs)Occasionally
• Lifting (25-50 lbs) Occasionally
• Lifting (50-75 lbs)Not At All
• Lifting (75-100 lbs) Not At All

Note:

This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

EQUAL OPPORTUNITY

SOESD is an equal opportunity employer that complies with applicable employment discrimination laws, including ORS Ch. 659, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, the Rehabilitation Act of 1973, the Americans with Disabilities Act and the Age Discrimination in Employment Act.