SOESD - Administrative Assistant II

Description Position Type:

Secretarial/Clerical/Administrative Assistant

Date Posted:

6/3/2026

Location:

SOESD District Office About SOESD

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.

Administrative Assistant II (Superintendent's Office)

Position Goal:

To assist the program administrator in performing general secretarial tasks, and staff support services which, depending on specific assignments, may include duties such as preparation of correspondence, forms, and reports, composing minutes, receptionist functions, computer processing, spreadsheet and other software, file maintenance, public contact/information dissemination, and budget monitoring.

Level of Responsibility/Supervision

Employees in this position determine the work methods and procedures used to complete assignments with minimal supervision. The work involves related steps, processes, and/ or methods which require the application of agency policies and the exercise of initiative and judgment in more complex problem solving.

Duties & Responsibilities ?

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 to 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 related program/department.

11. Maintains an appointment calendar for supervisor and staff, schedules appointments and meetings, and assists in day-to-day planning.

12. Maintains inventory of office supplies and ensures maintenance of office equipment.

13. Supports staff in building systems operations, such as use of computer, fax machine, photo copiers, telephone system, voice mail, and printers.

14. Works as a team member through effective communication and interpersonal skills with staff and community.

15. Establishes and maintains confidentiality with personnel, students, and program/agency information.

16. Make decisions according to established policies.

17. Serve as a 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.

18. Performs other job-related duties as assigned by direct supervisor.

Minimum…