SOESD - Administrative Assistant III Integrated Instruction

Description Position Type:

Secretarial/Clerical/Administrative Assistant III

Date Posted:

1/23/2026

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…