Bilingual Administrative Assistant III - Focal Student Groups

The Southern Oregon ESD Focal Student Groups Department seeks an Administrative Assistant III with a diverse set of skills and a desire to support the operations of the programs in the department, 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 at the end of the  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!

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.

For more information on living in the Rogue Valley, please see:

• Education:
• Cultural Opportunities:
• Recreational Opportunities:
• Health Care:

To assist the program administrator in English and Spanish 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.

Employees in this position perform some or all of the following tasks in Spanish and English. Others duties may be assigned. Essential duties of this position include:

• Prepares a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions 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…