SOESD - Administrative Assistant III Integrated Instruction Job Richmond area,Kentucky USA,Administrative/Clerical

SOESD - Administrative Assistant III Integrated Instruction

Job
Position Type:
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 Integrated Instruction Programs in performing a full range of office professional duties. Typical job duties include preparation of a variety of documents, support for program records organization, managing digital signature workflows, assisting with event design and logistics, maintaining program contact lists, coordinating vendor and contractor communications, processing purchase orders, monitoring expenditures, tracking and reconciling grant funding, and performing budgeting and bookkeeping tasks.

The position also 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.

Position Goal

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. Duties may include budget preparation and monitoring, staff support, and representing the program as directed.

Level of Responsibility / Supervision

Employees in this position are distinguished by the greater complexity and breadth of office assignments requiring expertise in secretarial skills. Duties are performed independently with near‑exclusive control over varied and technical functions.

Duties & Responsibilities

Prepares a wide range of documents (letters, reports, memos, forms) from draft or general instructions; responds to inquiries requiring general knowledge of agency operations.

Compiles, organizes, and maintains program statistical data for federal, state, and county reports.

Processes purchase orders, expense reimbursements, travel requests, and other requisitions with proper approvals and coding; maintains office supply inventory.

Performs receptionist functions: screens calls, takes messages, routes calls, greets visitors.

Sorts, screens, distributes, and responds to correspondence in various formats.

Prepares and organizes materials for meetings, arranges catering, composes agendas, secures venues, takes minutes, transcribes dictation, and follows up.

Coordinates workshop locations, designs brochures, registers participants, and assists presenters.

Establishes, maintains, and updates files, lists, records, and logs on computerized and manual systems; retrieves and inputs data.

Coordinates staff travel needs including conference registration, hotel accommodations, and transportation.

Maintains attendance and employee records for the program.

Manages an appointment calendar for supervisor and staff, schedules meetings, and assists in daily planning.

Oversees inventory of office supplies and ensures equipment maintenance.

Supports staff in building systems operations (computers, fax, photocopy, telephone, voicemail, printers).

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

Maintains confidentiality with personnel, students, and program information; makes independent decisions according to policies.

Serves as key contact for program, school, or other functions, handling customer communications and liaison with agencies.

Compiles data from varied sources and creates summary reports, including statistical calculations and vendor quotes.

Researches files and records for information per policies or legal requirements.

Contributes to program efficiency by monitoring expenditures and billing systems, tracking and reconciling grants and revenue, and performing budgeting and bookkeeping.

Initiates recurring reports and standard form letters; conducts periodic audits and…