Address
Form of workPosition Type:
Secretarial/Clerical/Administrative Assistant to the Director
Date Posted:
1/2/2024
Location:
Medford Office
Closing Date:
Open until filledThe Southern Oregon Education Service District (SOESD) Student Services department is hiring an Administrative Assistant to the Director to perform a range of secretarial and specialized staff duties across programs and on behalf of SOESD. Student Services supports students, staff, and schools across Jackson, Josephine, and Klamath Counties and in some programs Douglas and Lake Counties as well. The position opening is at our Medford office. 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 Festival, the Ashland Independent Film Festival, and the renowned Oregon Shakespeare Festival.
For more information on living in the Rogue Valley, please see:
Administrative Assistant to the Director (Student Services)
Position Goal: Provides direct support to the Director in meeting district obligations and ensures that the core services function effectively.
Level of Responsibility/Supervision:
Employees in this position are distinguished by the greater complexity of and breadth of office assignments requiring expertise in the full range of secretarial skills. Assignments at this level require the ability to handle confidential/sensitive information; serves as central information point within department/division to facilitate management/administrative communication; performs moderately complex technical level work; serves as a member of the department's management/supervisory team; and performs related duties as required.
Duties and Responsiblities:
1. Performs administrative duties for the Director.
2. Diplomatically, handles details of a highly confidential and critical nature, and is able to deal with high level contacts on behalf of the Director when required.
3. Communicates and provides information by relevant methods internally and externally to assist and enable organizational operations and effective service to connecting groups.
4. Interacts with colleagues of other functional areas for situations related to executive matters, utilizing professional verbal, written and E-mail communications.
5. Analyzes/interprets financial statistics and other data to produce relevant reports.
6. Interprets complex instructions and issues, with ability to implement actions according to administrative policies and procedures.
7. Researches and investigates information to enable strategic decision-making by management team.
8. Makes decisions, requests and recommendations on behalf of director in his/her absence, following agency guidelines and policies.
9. Manages departmental expenditures within agreed budgets.
10. Contributes to the evaluation and development of HR strategy and performance in co-operation with the management team.
11. Screens and follows-up on incoming calls, mail, faxes, E-mails, etc. to the Director, in order to facilitate internal and external communication.
12. Maintains calendar, schedules appointments, coordinates internal meetings and management conferences in order to provide administrative support for senior management activities.
13. Handles correspondence and reports as directed. Composes and types internal and external correspondence to ensure professional and timely responses.
14. Arranges travel for director and his/her licensed staff as directed.
15. Handles confidential matters - letters, sensitive personnel data, E-mail, phone calls, etc.
16. Maintains filing system, ensuring records are kept in an organized manner and are readily accessible.
17. Prepares high-quality documents, with minimum guidance, requiring a high level of judgment and knowledge of executive work and excellent Word, Excel, File-Maker Pro, Sub-finder, and Power Point skills.
18. Plans and leads assigned projects and events to completion.
19. Plans and chairs meetings of the branch office professionals.
20. Coordinates and documents centralized functions for department such as; requests to attend in-service, travel reimbursement, leaves, etc.
21. Preform physical requirements unaided or with the assistance of reasonable accommodation.
22. Performs other job-related duties as assigned by the Director.
Minimum Prerequisites:
1. Advanced use of software applications and proficiency in operating office equipment.
2. Five years progressively responsible experience which would provide the applicant with the desired skills, knowledge, and ability to perform the essential job functions.
3. Familiarity with budgeting and bookkeeping practices/procedures, math calculations, accuracy and error correction.
4. Excellent verbal and written communication skills.
5. Demonstrated skill in organization, time and priority management.
6. High School Diploma
7. Proficiency in business correspondence formats and business writing techniques with excellent proofreading and editing skills.
8. Work flexible hours that may include evenings and Saturdays.
LENGTH OF POSITION: 1.0 FTE/ 258 days (Full year annual position)
SALARY:Southern Oregon ESD Classified Hourly Compensation Schedule 2023-2024: $18.16/hr to $21.76/hr for initial placement with yearly increases as you move across the schedule and the schedule is increased.
SOESD Benefits (For .50 FTE and Over):
The following physical requirements are essential functions of the Administrative Assistant to the Director job description:
1. Stand/walk: 1-4 Hrs/Day
2. Sit: 6-8 Hrs/Day
3. Drive: Limited
4. Bending: Occasionally
5. Squat: Occasionally
6. Climb Stairs: Occasionally
7. Single Grasping: Frequently
8. Pushing: Occasionally
9. Pulling: Occasionally
10. Fine Manipulation: Frequently
11. Repetitive Foot Controls: Limited
12. Lifting (less than 25 lbs): Occasionally
13. Lifting (25-50 lbs): Limited
14. Lifting (50-75 lbs): Not At All
15. 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.
Secretarial/Clerical/Administrative Assistant to the Director
Date Posted:
1/2/2024
Location:
Medford Office
Closing Date:
Open until filledThe Southern Oregon Education Service District (SOESD) Student Services department is hiring an Administrative Assistant to the Director to perform a range of secretarial and specialized staff duties across programs and on behalf of SOESD. Student Services supports students, staff, and schools across Jackson, Josephine, and Klamath Counties and in some programs Douglas and Lake Counties as well. The position opening is at our Medford office. 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 Festival, the Ashland Independent Film Festival, and the renowned Oregon Shakespeare Festival.
For more information on living in the Rogue Valley, please see:
- Education: http://vimeo.com/5495231
- Cultural Opportunities: http://vimeo.com/5702777
- Recreational Opportunities: https://vimeo.com/5734731
- Health Care: https://vimeo.com/5510082<
Administrative Assistant to the Director (Student Services)
Position Goal: Provides direct support to the Director in meeting district obligations and ensures that the core services function effectively.
Level of Responsibility/Supervision:
Employees in this position are distinguished by the greater complexity of and breadth of office assignments requiring expertise in the full range of secretarial skills. Assignments at this level require the ability to handle confidential/sensitive information; serves as central information point within department/division to facilitate management/administrative communication; performs moderately complex technical level work; serves as a member of the department's management/supervisory team; and performs related duties as required.
Duties and Responsiblities:
1. Performs administrative duties for the Director.
2. Diplomatically, handles details of a highly confidential and critical nature, and is able to deal with high level contacts on behalf of the Director when required.
3. Communicates and provides information by relevant methods internally and externally to assist and enable organizational operations and effective service to connecting groups.
4. Interacts with colleagues of other functional areas for situations related to executive matters, utilizing professional verbal, written and E-mail communications.
5. Analyzes/interprets financial statistics and other data to produce relevant reports.
6. Interprets complex instructions and issues, with ability to implement actions according to administrative policies and procedures.
7. Researches and investigates information to enable strategic decision-making by management team.
8. Makes decisions, requests and recommendations on behalf of director in his/her absence, following agency guidelines and policies.
9. Manages departmental expenditures within agreed budgets.
10. Contributes to the evaluation and development of HR strategy and performance in co-operation with the management team.
11. Screens and follows-up on incoming calls, mail, faxes, E-mails, etc. to the Director, in order to facilitate internal and external communication.
12. Maintains calendar, schedules appointments, coordinates internal meetings and management conferences in order to provide administrative support for senior management activities.
13. Handles correspondence and reports as directed. Composes and types internal and external correspondence to ensure professional and timely responses.
14. Arranges travel for director and his/her licensed staff as directed.
15. Handles confidential matters - letters, sensitive personnel data, E-mail, phone calls, etc.
16. Maintains filing system, ensuring records are kept in an organized manner and are readily accessible.
17. Prepares high-quality documents, with minimum guidance, requiring a high level of judgment and knowledge of executive work and excellent Word, Excel, File-Maker Pro, Sub-finder, and Power Point skills.
18. Plans and leads assigned projects and events to completion.
19. Plans and chairs meetings of the branch office professionals.
20. Coordinates and documents centralized functions for department such as; requests to attend in-service, travel reimbursement, leaves, etc.
21. Preform physical requirements unaided or with the assistance of reasonable accommodation.
22. Performs other job-related duties as assigned by the Director.
Minimum Prerequisites:
1. Advanced use of software applications and proficiency in operating office equipment.
2. Five years progressively responsible experience which would provide the applicant with the desired skills, knowledge, and ability to perform the essential job functions.
3. Familiarity with budgeting and bookkeeping practices/procedures, math calculations, accuracy and error correction.
4. Excellent verbal and written communication skills.
5. Demonstrated skill in organization, time and priority management.
6. High School Diploma
7. Proficiency in business correspondence formats and business writing techniques with excellent proofreading and editing skills.
8. Work flexible hours that may include evenings and Saturdays.
LENGTH OF POSITION: 1.0 FTE/ 258 days (Full year annual position)
SALARY:Southern Oregon ESD Classified Hourly Compensation Schedule 2023-2024: $18.16/hr to $21.76/hr for initial placement with yearly increases as you move across the schedule and the schedule is increased.
SOESD Benefits (For .50 FTE and Over):
- Southern Oregon ESD contributes up to 2003.00 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.
- OEBB MODA
- Includes medical, dental, vision & prescription insurance
- Monthly premium deducted pre-tax
- 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) through Carruth Compliance Consulting
- Mercy Flights Membership
The following physical requirements are essential functions of the Administrative Assistant to the Director job description:
1. Stand/walk: 1-4 Hrs/Day
2. Sit: 6-8 Hrs/Day
3. Drive: Limited
4. Bending: Occasionally
5. Squat: Occasionally
6. Climb Stairs: Occasionally
7. Single Grasping: Frequently
8. Pushing: Occasionally
9. Pulling: Occasionally
10. Fine Manipulation: Frequently
11. Repetitive Foot Controls: Limited
12. Lifting (less than 25 lbs): Occasionally
13. Lifting (25-50 lbs): Limited
14. Lifting (50-75 lbs): Not At All
15. 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.
