Administrative Assistant III - Front Desk

The Administrative Assistant III serves as the primary welcoming presence at the District Office, helping staff, families, and community members feel valued and connected to essential resources. As the front desk receptionist, this role manages daily office operations, handles incoming mail, oversees fleet vehicle coordination, and supports systems that enhance the overall efficiency of the District Office.

In addition to front-desk responsibilities, this position provides direct administrative support to the Office of the Superintendent and assists the Board Secretary. Core duties include supporting building-related communications, scheduling, documentation, and processing various forms. The Administrative Assistant III also supports administrative processes for homeschooling families and assists designated programs within the Partnerships Department.

We are seeking a dependable, detail-oriented professional who brings a friendly approach, strong communication skills, and reliable follow-through. Through everyday interactions and organizational support, this person puts SOESD's shared values into practice, helping build an inclusive, respectful environment for our employees and the communities we serve. We welcome diverse backgrounds, experiences, and perspectives, and strongly encourage bilingual and bicultural candidates to apply.

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.

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.

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.

• 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…