SOESD - Administrative Assistant III Integrated Instruction

SOESD - Administrative Assistant III Integrated Instruction

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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.

• 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.
• 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 them to the 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 assignments.
• Coordinates workshop locations, designs brochures, registers participants, and assists presenters in preparation of material.
• 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.
• Coordinates staff travel needs, including conference registration, hotel accommodations, and transportation requirements.
• Maintains attendance and other employee records for the related program/department.
• Maintains an appointment calendar for supervisor and staff, schedules appointments and meetings, and assists in day-to-day planning.
• Oversees inventory of office supplies and ensures maintenance of office equipment.
• Supports staff in building systems operations, such as the use of computers, fax machines, photocopiers, telephone systems, 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. Make decisions independently according to established policies.
• Serve as the key 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.
• Compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations. May involve obtaining quotes from vendors as directed and providing printing estimates to customers.
• Research 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, tracking and reconciling grants, funding, and revenue, and performing budgeting and bookkeeping functions.
• Initiates regularly recurring reports and standard form letters. Maintains program records, making periodical audits as necessary, and prepares follow-up reports requiring action on a periodic basis.
• Performs other job-related duties as assigned by direct supervisor.

• High School Diploma or equivalent and four years progressively responsible secretarial experience; or any combination of education and experience that would provide the applicant with the desired skills, knowledge, and…