Oregon Public Schools - Medford, OR
posted 5 days ago
About the position
The Southern Oregon Education Service District (SOESD) Student Services department is hiring an Administrative Assistant III to perform a range of secretarial and specialized staff duties across programs on behalf of SOESD. The Student Services department supports students, staff, and schools across Jackson, Josephine, and Klamath counties and in some programs Douglas and Lake Counties as well. The position opening is at our Medford office. 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.
Responsibilities
- Prepares a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions.
- Compiles, organizes, and maintains program statistical data in a usable form for completing various reports.
- Processes purchase orders, expense reimbursement statements, travel requests, and other related requisitions.
- Performs receptionist functions such as screening incoming calls, taking messages, and/or routing calls.
- Sorts, screens, distributes, and responds to correspondence within program/department.
- Prepares and organizes materials for meetings, arranges for food services, prepares agenda, and composes minutes.
- Coordinates workshops locations, designs brochures, registers participants, and assists presenters.
- Establishes, maintains, and updates files, lists, records, and logs on computerized and manual record keeping systems.
- 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.
- Oversees inventory of office supplies, and ensures maintenance of office equipment.
- Supports staff in building systems operations, such as use of computer, fax machine, photo copiers, telephone system, voice mail, 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.
- Serves as the key contact person for a program, school or other functions.
- Compiles data from varied sources and makes summary reports.
- 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.
- Initiates regularly recurring reports and standard form letters.
- Performs other job-related duties as assigned by direct supervisor.
Requirements
- High School Diploma or equivalent and four years progressively responsible secretarial experience.
- Draft and prepare reports, correspondence, and records, using accurate business English.
- 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.
- 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.
Benefits
- Southern Oregon ESD contributes up to $2045.00 per month for health, dental and vision insurance premiums.
- Employer-paid PERS (Public Employee Retirement System), including additional 6% individual investment account.
- 10 paid holidays, plus additional paid days off.
- A generous sick, vacation and discretionary (personal) leave packet.
