SOESD - Administrative Assistant to the Director

SOESD - Administrative Assistant to the Director JobID: 2345 Position Type: Secretarial/Clerical/ Administrative Assistant to the Director Date Posted: 6/18/2026 Location: Phoenix 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 to the Director - Education Services Position Goal: Provide advanced, confidential, and equity‑centered administrative support to the Director to ensure efficient department operations, accurate information management, timely follow‑through on priorities, and responsive service to staff, districts, families, students, community partners, and other constituents served by Southern Oregon ESD. Duties and Responsibilities Provide direct administrative support to the Director by anticipating needs, tracking priorities, managing deadlines, preparing materials, and ensuring timely follow‑up on assigned matters. Serve as a professional and responsive point of contact for the Director and department; receive, screen, prioritize, and route calls, emails, visitors, correspondence, and other communications using tact, discretion, and sound judgment. Communicate clearly and respectfully with staff, administrators, school districts, board members, union representatives, families, students, community partners, vendors, and the public using inclusive, culturally responsive, and accessible communication practices. Maintain the Director's calendar; schedule appointments, meetings, interviews, conferences, travel, and other commitments; identify conflicts; coordinate logistics; and prepare related agendas, materials, and follow‑up items. Prepare, format, proofread, edit, distribute, and archive correspondence, reports, presentations, forms, agendas, minutes, spreadsheets, and other documents that meet professional standards and agency expectations. Handle confidential and sensitive information, including personnel, student, financial, program, legal, and operational records, in accordance with applicable laws, contracts, board policies, collective bargaining agreements, and agency procedures. Research, compile, verify, organize, and summarize information from multiple sources to support the Director's decision‑making, planning, compliance, evaluation, and reporting needs. Develop and maintain spreadsheets, databases, tracking systems, and other tools to monitor timelines, projects, budgets, requests, staffing information, program data, and department deliverables. Support budget and fiscal processes by preparing purchase orders, requisitions, invoices, deposits, reimbursements, expenditure tracking, budget reports, and related documentation; reconcile information and resolve discrepancies within assigned authority. Coordinate department processes such as travel requests, professional learning or in‑service registrations, leave documentation, supplies, facilities requests, mileage and reimbursement forms, onboarding logistics, and other centralized administrative functions. Plan, coordinate, and support department meetings, leadership meetings, professional learning sessions, conferences, interviews, community events, and special projects, including materials, technology, accessibility needs, room arrangements, and follow‑up actions. Document meetings and action items accurately; maintain records of decisions, assignments, and timelines; communicate status updates; and help maintain accountability for deliverables. Maintain organized electronic and physical filing systems, records, and archives so information is accurate, secure, accessible to authorized users, and retained or disposed of according to agency procedures. Use agency software systems and office technology to enter, retrieve, validate, and report data; troubleshoot routine issues; and coordinate with technology, business services, human resources, or other staff as needed. Interpret and apply department procedures, administrative guidelines, collective bargaining agreement provisions, and agency policies within the scope of the position; seek clarification when direction or authority is unclear. In the Director's absence, respond to routine or time‑sensitive matters within delegated authority, communicate urgent issues to appropriate leadership, and support continuity of department operations. Identify and recommend practical improvements to forms, processes, communications, meeting logistics, or records systems to support efficiency, accessibility, equity, and consistent service. Maintain positive working relationships, confidentiality, professionalism, and composure while managing interruptions, competing priorities, and matters that may be sensitive, urgent, or complex. Demonstrate regular attendance, punctuality, reliability, flexibility, and professional conduct. Establish and maintain cooperative work relationships with SOESD employees, local education agency representatives, and others contacted during the course of the workday. Follow established SOESD policies and procedures. Perform physical requirements unaided or with the assistance of reasonable accommodation. Perform other job‑related duties as assigned by the supervisor. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Qualifications High school diploma or equivalent and five years of progressively responsible administrative support experience, or an equivalent combination of education, training, and experience sufficient to perform the essential duties of the position. Advanced proficiency using office software and standard office equipment, including calendars, spreadsheets, databases, electronic records systems, presentation tools, email, and virtual meeting platforms. Excellent verbal and written communication skills, including proficiency in business correspondence, report and document preparation, proofreading, editing, formatting, and records management. Knowledge of basic budgeting, bookkeeping, purchasing, math calculations, reconciliation, accuracy, and error correction sufficient to support department fiscal and administrative processes. Demonstrated ability to organize work, manage time and priorities, follow complex instructions, maintain confidentiality, exercise sound judgment, and work a flexible schedule when required, including occasional evenings or Saturdays. Location: In person at: SOESD District Office 5465 S. Pacific Hwy Phoenix, OR 97535 Length of Position: 1.0 FTE/ 258 days (Full year annual position) Salary: Southern Oregon ESD Classified Hourly Compensation Schedule: $20.56/hr to $24.61/hr for the 2026-2027 school year SOESD Benefits (For .50 FTE and Over) Southern Oregon ESD contributes up to $2185.00 per month (family coverage) for health, dental and vision insurance premiums for qualified employees. Employer-paid PERS (Public Employee Retirement System), including additional 6% individual investment account with PERS. 9 paid holidays Generous sick, vacation and discretionary (personal) leave packet is also provided to qualified employees. Health Insurance

OEBB MODA

Monthly premium deducted pre‑tax Options Health Savings Accounts Flexible Spending Accounts – medical, day‑care expenses Optional Coverage for Additional Life, AD&D, Short Term Disability Insurance through Aflac or American Fidelity 403(b) Mercy Flights Membership Physical Requirements Stand/walk: 1–4 Hrs/Day Sit: 6–8 Hrs/Day Drive: Limited Bending: Occasionally Squat: Occasionally Climb Stairs: Occasionally Single Grasping: Frequently Pushing: Occasionally Pulling: Occasionally Fine Manipulation: Frequently Repetitive Foot Controls: Limited Lifting (less than 25 lbs): Occasionally Lifting (25–50 lbs): Limited Lifting (50–75 lbs): Not At All Lifting (75–100 lbs): Not At All Note: This is not necessarily an exhaustive or all‑inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable. Equal Opportunity SOESD is an equal opportunity employer that complies with applicable employment discrimination laws, including ORS Ch. 659, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, the Rehabilitation Act of 1973, the Americans with Disabilities Act and the Age Discrimination in Employment Act. #J-18808-Ljbffr Southern Oregon Education Service District