SOESD - Administrative Assistant III

Southern Oregon Education Service District • Phoenix, OR

12d • Onsite

About The Position

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.

Requirements

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

Nice To Haves

• Experience with Canva or other graphic design platforms is preferred.
• Experience in an educational setting is preferred.

Responsibilities

• 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.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Prescription insurance
• 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
• 9 paid holidays
• Sick leave
• Vacation leave
• Discretionary (personal) leave packet

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED