SOESD - Administrative Assistant III Integrated Instruction

Position Type :

Secretarial / Clerical / Administrative Assistant III

Date Posted : 9 / 16 / 2025

Location :

Jackson County The School Improvement Division at Southern Oregon ESD is seeking an experienced Administrative Assistant to support our Integrated Instruction Programs in performing a full range of office professional duties.

Typical job duties include : preparation of a variety of documents (possible digital design & publishing); work within the program records organization schema; supporting technical and supply requests; managing digital signature workflows; assisting with event design, logistics, and delivery; maintaining program contact lists; vendor / contractor communications; support coordination of program activity facilities, and calendars; processing purchase orders and other related requisitions with proper approvals; monitoring expenditures and billing systems; tracking and reconciling grants funding and revenue; and performing other budgeting and bookkeeping tasks.

Additionally, the position supports the Educator Advancement Council's regional programs, the Registered Apprenticeship Program with TSPC, EDTech initiatives, and data support for SOESD and component school districts within the SOESD region (Jackson, Josephine, and Klamath Counties), and other job-related duties as assigned.

The successful applicant will be part of the innovative Integrated Instruction Programs team that directly supports novice and experienced educators across the region.

Administrative Assistant III - Integrated Instruction 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 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 / Supervision

Employees in this position are distinguished by the greater complexity 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 them to the 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 the 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 the use of computers, fax machines, photocopiers, telephone systems, voice mail, and printers

14. 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 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. Research 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 that 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 the application

10. Physically perform assigned duties.

LOCATION : In person at the W. Main Street Office : 502 W. Main Street, Medford, OR 97501

Length of Position : 0.5 to1.0FTE / 258 days (annual year-round position)

Salary : Per the Classified Collective Bargaining Agreement $18.24 / hour - $21.84 / hour for the 2025-2026 school year.

Immediate Supervisor : Program Administrator

SOESD Benefits (For .50 FTE and Over) :

• Southern Oregon ESD contributes up to $2114.00 per month (family coverage) for health, dental, and vision insurance premiums for qualified employees.
• Employer-paid PERS (Public Employee Retirement System), including an 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 :

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. Bending : Occasionally

5. Squat : Occasionally

6. Climb Stairs : Occasionally

7. Single Grasping : Frequently

8. Pushing : Occasionally

9. Pulling : Occasionally

10. Fine Manipulation : Frequently

11. Repetitive Foot Controls : Limited

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.