Front Office Receptionist​/Board Secretary

TERMS OF EMPLOYMENT: 1.0 FTE
LENGTH OF POSITION:
Year Round, 4.5 days/week

Salary Range:$ 33,400-$41,750 DOE/ Full Benefits

The Front Office Receptionist / Board Support Secretary serves as the primary front-office point of contact for Wallowa County Education Service District (WCESD), providing welcoming, professional, and efficient service to staff, students, families, school districts, partner agencies, and members of the public.

The position combines traditional receptionist and general secretarial responsibilities with specialized back-office administrative support for WCESD and school district boards served by the ESD. Board support includes assisting administrators with meeting preparation, public notice requirements, agendas and board packets, records organization, required postings, and Oregon school board reporting and administrative deliverables.

This is a back-office board support position and does not require attendance at regular or special school board meetings, unless separately agreed upon for an unusual circumstance.

• Serve as the primary receptionist and first point of contact for the WCESD office.
• Greet and assist visitors, families, staff, vendors, and community partners in a professional and welcoming manner.
• Answer, screen, and route telephone calls and general inquiries.
• Monitor general office email and correspondence and route information to the appropriate staff member.
• Receive, sort, and distribute mail, deliveries, and other materials.
• Maintain an organized, professional, and welcoming front-office environment.
• Assist visitors with general information regarding ESD programs, services, staff, and appropriate points of contact.
• Maintain appropriate visitor procedures and support building security practices.
• Maintain confidentiality when working with student, employee, district, board, and organizational information.
• Coordinate with legal counsel, insurance providers, state agencies, and other professional resources as directed by the appropriate superintendent or administrator.
• Maintain current knowledge of human resources practices affecting Oregon public schools.

• Provide routine clerical and secretarial support to WCESD administration and departments.
• Prepare, format, proofread, copy, scan, file, and distribute correspondence, reports, forms, and other documents.
• Maintain electronic and physical filing systems.
• Assist with scheduling, meeting preparation, room reservations, and general office coordination.
• Maintain administrative calendars and assist with organizational deadlines.
• Order and maintain office supplies and materials as assigned.
• Assist with records management and retention practices.
• Support administrative staff with data entry, document preparation, correspondence, and other routine office functions.
• Perform other general secretarial duties necessary for the efficient operation of the WCESD office.

• Provide secretarial and administrative support for WCESD and, as assigned, component school district boards receiving administrative services through the WCESD.
• Assist administration with preparation and distribution of board meeting agendas and board packets.
• Collect, organize, format, and compile materials submitted for inclusion in board packets.
• Coordinate with superintendents, administrators, and designated staff to ensure board materials are prepared and distributed according to established timelines.
• Prepare and post meeting notices, agendas, and other required public information in accordance with district procedures and applicable Oregon Public Meetings Law requirements.
• Assist with maintaining board records, resolutions, policies, meeting materials, and other official documentation.
• Maintain calendars and deadline tracking for recurring board responsibilities.
• Assist with preparation and submission of required Oregon school board, state agency, and other governmental reporting deliverables as assigned.
• Assist administration with board policy updates, acknowledgments, organizational documents, and required annual submissions.
• Support administrative follow-up resulting from board meetings, including preparing approved documents for signature, distribution, filing, or submission.
• Coordinate routine correspondence and documentation between administration and board members as directed.
• Maintain appropriate confidentiality related to board, personnel, student, legal, and…