SOESD - Administrative Assistant III - SOREN and Mentoring Programs

SOESD - Administrative Assistant III Integrated Instruction Job ID: 2233 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 prepares follow‑up reports. Performs other job‑related duties as assigned by supervisor. Minimum Prerequisites High School Diploma or equivalent and four years progressively responsible secretarial experience; or an equivalent combination of education and experience. Draft and prepare reports, correspondence, and records using accurate business English, composition, spelling, grammar, and punctuation. High skill level in office technology, including keyboard skills, transcription, and elementary accounting. Working knowledge of budgeting and bookkeeping practices. Excellent communication skills to represent policies to parents, students, employees, agencies, and the public. Work independently and organize tasks with minimum supervision. High degree of accuracy and attention to detail to meet deadlines. Keyboarding skills of 60 WPM or as specified. Knowledge of applicable computer software and demonstrated skill in its application. Physically able to perform assigned duties.

LOCATION

In person at the W. Main Street Office: 502 W. Main Street, Medford, OR 97501 Length of Position 0.5 to 1.0 FTE / 258 days (annual year‑round position) Salary Per the Classified Collective Bargaining Agreement: $18.24/hour - $21.84/hour for the 2025-2026 school year. Immediate Supervisor Program Administrator Benefits (For .50 FTE and Over) Southern Oregon ESD contributes up to $2,114.00 per month (family coverage) for health, dental, and vision insurance premiums for qualified employees. Employer‑paid PERS (Public Employee Retirement System), including an additional 6% individual investment account with PERS. 9 paid holidays. Generous sick, vacation, and discretionary leave packet for qualified employees. Health Insurance

OEBB MODA

Includes medical, dental, vision & prescription insurance 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: 4‑6 Hrs/Day 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): Occasionally 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