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. 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 III (District Office Receptionist) Position Goal: 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. Level of Responsibility/Supervision: 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.

Duties & Responsibilities:

1. 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.
2. Compiles, organizes, and maintains program statistical data in a usable form for completing various reports pertaining to federal, state, and county information requirements.
3. 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.
4. 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.
5. Sorts, screens, distributes, and responds to correspondence within program/department in a variety of formats (US Mail, courier mail, and e-mail.)
6. 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.
7. Coordinates workshop locations, designs brochures, registers participants, and assists presenters in preparation of material.
8. Establishes, maintains, and updates files, lists, records, and logs on computerized and manual record-keeping systems; accesses, retrieves, verifies, and inputs data pertinent to the program needs.
9. Coordinates staff travel needs, including conference registration, hotel accommodations, and transportation requirements.
10. Maintains attendance and other employee records for the related program/department.
11. Maintains an appointment calendar for supervisor and staff, schedules appointments and meetings, and assists in day-to-day planning.
12. Oversees inventory of office supplies and ensures maintenance of office equipment
13. Supports staff in building systems operations, such as the use of computers, fax machines, photocopiers, telephone systems, voice mail, and printers
14. Works as a team member through effective communication and interpersonal skills with staff and community.
15. Establishes and maintains a high level of confidentiality with personnel, students, and program/agency information. Make decisions independently according to established policies
16. Serve as the key contact person for a program, school, or other functions, which may include responsibilities for parent, student, or other customer communications, and/or liaison with other agency departments, school districts, or agencies.
17. Compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations. May involve obtaining quotes from vendors as directed and providing printing estimates to customers.
18. Research files and records for information as directed or based on department policies or legal requirements.
19. Contributes to the economic efficiency of the program by monitoring expenditures and billing systems, tracking and reconciling grants, funding, and revenue, and performing budgeting and bookkeeping functions.
20. Initiates regularly recurring reports and standard form letters. Maintains program records, making periodical audits as necessary, and prepares follow-up reports requiring action on a periodic basis.
21. Performs other job-related duties as assigned by direct supervisor. Minimum Prerequisites
22. High school diploma or equivalent and two years progressively responsible secretarial experience; or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job.
23. Draft and prepare reports, correspondence, and records, using accurate business English, composition, spelling, grammar, and punctuation.
24. Demonstrate a high skill level in using current office technology, including keyboard skills, transcription, and elementary accounting.
25. Work with a high degree of accuracy and attention to detail to meet deadlines.
26. Excellent communication skills to effectively represent policies and procedures to parents, students, other employees, agencies, and the general public.
27. Work independently and organize work with minimum supervision.
28. Work with a high degree of accuracy and attention to detail to meet deadlines.
29. Demonstrate keyboarding skills of 60 WPM or as specified for the position.
30. Thorough knowledge of applicable computer software and demonstrated skill with regard to the application
31. Physically perform assigned duties. LOCATION : In person at 5465 S. Pacific Hwy, Phoenix, Oregon 97535 Length of Position: 1.0FTE/258 days (annual year-round position) Salary: Per the Classified Collective Bargaining Agreement, $18.79/hour - $22.49/hour for the 2026-2027 school year. Immediate Supervisor: Program Administrator 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 an additional 6% individual investment account with PERS. 9 paid holidays A generous sick, vacation, and discretionary (personal) leave packet is also provided to 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 The following physical requirements are essential functions of the Administrative Assistant III job description:
32. Stand/walk: 1-4 Hrs/Day
33. Sit: 6-8 Hrs/Day
34. Drive: 4-6 Hrs/Day
35. Bending: Occasionally
36. Squat: Occasionally
37. Climb Stairs: Occasionally
38. Single Grasping: Frequently
39. Pushing: Occasionally
40. Pulling: Occasionally
41. Fine Manipulation: Frequently
42. Repetitive Foot Controls: Limited
43. Lifting (less than 25 lbs): Occasionally
44. Lifting (25-50 lbs): Occasionally
45. Lifting (50-75 lbs): Not At All
46. 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.