SOESD Administrative Assistant III

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)

1. 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.
2. Compiles organizes and maintains program statistical data in a usable form for completing various reports pertaining to federal state and county information requirements.
3. 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.
4. 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.
5. Sorts screens distributes and responds to correspondence within program/department in a variety of formats (US Mail courier mail and e-mail)
6. 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.
7. Coordinates workshop locations designs brochures registers participants and assists presenters in preparation of material.
8. 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.
9. Coordinates staff travel needs including conference registration hotel accommodations and transportation requirements.
10. Maintains attendance and other employee records for related program/department.
11. Maintains an appointment calendar for supervisor and staff schedules appointments and meetings and assists in day-to-day planning.
12. Oversees inventory of office supplies and ensures maintenance of office equipment
13. Supports staff in building systems operations such as use of computer fax machine photocopiers telephone system voicemail and printers
14. Works as a team member through effective communication and interpersonal skills with staff and community.
and maintains a high level of confidentiality with personnel students and program/agency information. Makes decisions independently according to established policies
16. 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.
17. 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.
18. Researches files and records for information as directed or based on department policies or legal requirements.
19. 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.
20. 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.
21. Performs other job-related duties as assigned by direct supervisor.

Minimum Prerequisites

1. 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.

2. Draft and prepare reports correspondence and records using accurate business English composition spelling grammar and punctuation.
3. Demonstrate a high skill level in using current office technology including keyboard skills transcription and elementary accounting.
4. Working knowledge of budgeting and bookkeeping practices and procedures.
5. Excellent communication skills to effectively represent policies and procedures to parents students other employees agencies and the general public.
6. Work independently and organize work with minimum supervision.
7. Work with a high degree of accuracy and attention to detail to meet deadlines.
8. Demonstrate keyboarding skills of 60 WPM or as specified for the position.
9. Thorough knowledge of applicable computer software and demonstrated skill with regard to application
10. Physically perform assigned duties.

Location: In person at5465 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
• Agenerous 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 ï½ 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:
1. Stand/walk 1-4 Hrs./Day
2. Sit 6-8 Hrs./Day
3. Drive 4-6 Hrs/Day
4.
5. Squat Occasionally
6. Climb Stairs Occasionally
7. Single Grasping Frequently
8. Pushing Occasionally
9. Pulling Occasionally
10. Fine
11. Repetitive Foot
12. Lifting (less than 25 lbs)Occasionally
13. Lifting (25-50 lbs) Occasionally
14. Lifting (50-75 lbs)Not At All
15. 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.