Administrative Assistant III - SOESD - Administrative Assistant III (Focal Student Groups)

Job Title : Administrative Assistant III - SOESD - Administrative Assistant III (Focal Student Groups)Category : Secretarial / ClericalThe Southern Oregon ESD Focal Student Groups progams seeks an Administrative Assistant III with a diverse set of skills and a desire to support the operations of the programs, including Migrant Education, English Learners, Indian Education, and the Black and African American Student Success Grant. This person will work from the SOESD office in Medford during regular work hours. The office will be relocated to Phoenix mid-way through the 2025-2026 school year once the new building is completed.The Administrative Assistant III performs a variety of clerical roles, including organizing professional development sessions, coordinating services with outside organizations such as SOU, ordering supplies, reconciling accounts, working with spreadsheets, and processing reimbursements. They will also work directly with the School Improvement Coordinator and the Focal Student Groups Manager on a daily basis to support timely communication within the department and with partner systems such as school districts. They must be organized, self-motivated, and able to consistently keep detailed records and submit regular reports.If you have a passion for supporting programs to provide quality services for children and families, can effectively build positive relationships while delivering a high level of service, and are self-directed while working as an essential part of a team, we encourage you to apply for this position!About SOESDSouthern 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.For more information on living in the Rogue Valley, please see : Education : http : / / vimeo.com / 5495231Cultural Opportunities : http : / / vimeo.com / 5702777Recreational Opportunities : https : / / vimeo.com / 5734731Health Care : https : / / vimeo.com / 5510082Adminstrative Assistant III (Focal Student Groups)Position GoalTo 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 : assist in budget preparation and monitoring, providing staff support to directors, coordinators, supervisors, and outside agencies; serving as a representative for the program as directed by the administrator.Level of Responsibility / SupervisionEmployees 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 workshops 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 equipment13. Supports staff in building systems operations, such as use of computer, fax machine, photo copiers, telephone system, voice mail, and printers14. Works as a team member through effective communication and interpersonal skills with staff and community.15. Establishes and maintains a high level of confidentiality with personnel, students, and program / agency information.Make decisions independently according to established policies16. 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 Prerequisites1. High School Diploma or equivalent and four years progressively responsible secretarialexperience; or any combination of education and experience which would provide the applicantwith 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 application10.Physically perform assigned duties.Location : In person at the Grape Street office : 101 North Grape Street, Medford, OR 97501Length of Position : 258 days (annual year-round position)Salary : Per collective bargaining agreement : $17.71 / hr - $21.20 / hr starting wage for 2024-2025 school year.Immediate Supervisor : Program AdministratorSOESD 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.10 paid holidaysA generous sick, vacation and discretionary (personal) leave packet is also provided to qualified employees.Health Insurance : OEBB MODAIncludes medical, dental, vision & prescription insuranceMonthly premium deducted pre-taxOptions : Health Savings AccountsFlexible Spending Accounts - medical, day-care expensesOptional Coverage for Additional Life, AD&D, Short Term Disability Insurance through Aflac or American Fidelity403(b) through Carruth Compliance ConsultingMercy Flights MembershipThe following physical requirements are essential functions of the Administrative Assistant III job description : 1. Stand / walk ..............................None X1-4 Hrs / Day 4-6 Hrs / Day 6-8 Hrs / Day2. Sit ...........................................None 1-4 Hrs / Day 4-6 Hrs / Day X6-8 Hrs / Day3. Drive........................................None 1-4 Hrs / Day X4-6 Hrs / Day 6-8 Hrs / Day4. Bending.......................................Frequently XOccasionally Limited Not At All5. Squat .........................................Frequently XOccasionally Limited Not At All6. Climb Stairs ................................Frequently XOccasionally Limited Not At All7. Single Grasping ........................XFrequently Occasionally Limited Not At All8. Pushing ......................................Frequently XOccasionally Limited Not At All9. Pulling ........................................Frequently XOccasionally Limited Not At All10. Fine Manipulation ..................XFrequently Occasionally Limited Not At All11. Repetitive Foot Controls ...........Frequently Occasionally XLimited Not At All12. Lifting (less than 25 lbs) .............Frequently XOccasionally Limited Not At All13. Lifting (25-50 lbs) ......................Frequently XOccasionally Limited Not At All14. Lifting (50-75 lbs) ......................Frequently Occasionally Limited XNot At All15. Lifting (75-100 lbs) ....................Frequently Occasionally Limited XNot At AllNote : 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 OPPORTUNITYSOESD 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.

Salary : $18 - $21