SOESD - Administrative Assistant III

Posted 4 months ago
Favorite
Share
Apply
Valid Through
09/17/2021
Position Areas
Non-Instructional Support

Description

Job Description: Administrative Assistant III

Administrative Assistant III

Southern Oregon ESD Early Childhood Services, Grants Pass, is seeking an experienced Administrative Assistant/Office Professional to join our supportive team of early childhood and special education professionals in making a difference for children with disabilities and their families. This position manages referrals, scheduling, and communication for our evaluation team.  It requires strong verbal and written communication skills, organizational skills, ability to prioritize work and manage interruptions while working in a busy environment with deadlines. Experience with complex data base systems and experience in educational environments desired, but not required.    

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: assist 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 of 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   (Positions may consist of some or all of the following duties)

  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 d directs to 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 workshops 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 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 use of computer, fax machine, photo copiers, telephone system, 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. 
  16. Make decisions independently according to established policies
  17. 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. 
  18. 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.
  19. Researches files and records for information as directed or based on department policies or legal requirements. 
  20. 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.
  21. 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. 
  22. Performs other job-related duties as assigned by direct supervisor.

 

Minimum Prerequisites:

  1.  High School Diploma or equivalent and four years progressively responsible secretarial; or any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job.
  2. Draft and prepare reports, correspondence, and records, using accurate business English, composition, spelling, grammar, and punctuation.
  3. Demonstrate a high skill level in using current office technology including keyboard skills, transcription and elementary accounting.
  4. Working knowledge of budgeting and bookkeeping practices and procedures.
  5. Excellent communication skills to effectively represent policies and procedures to parents, students, other employees, agencies and the general public.
  6. Work independently and organize work with minimum supervision.
  7. Work with a high degree of accuracy and attention to detail to meet deadlines.
  8. Demonstrate keyboarding skills of 60 WPM or as specified for the position.
  9. Thorough knowledge of applicable computer software and demonstrated skill with regard to application
  10. Physically perform assigned duties.

Length of Position:                                               258 Calendar Year / 1.0 FTE
Classified Hourly Compensation Schedule:      Per 21-22 Collective Bargaining Agreement - $15.58 - $20.41 per hour
 Immediate Supervisor:                                         Program Administrator

Salary and Benefits:
Southern Oregon ESD contributes payments for health, dental and vision insurance premiums for qualified employees. Employer-paid PERS, 9 paid holidays, a generous sick, vacation and discretionary (personal) leave packet is also provided to qualified employees.

Health Insurance:
MODA
Includes medical, dental, vision & prescription insurance
Monthly premium deducted pre-tax
Southern Oregon ESD contributes up to $2142.00 per month (family coverage)
Options:
Health Savings Accounts for high deductible plans
Flexible Spending Accounts – medical, day-care expensesOptional Coverage for Additional Life, AD&D, Short Term Disability Insurance through Aflac or American Fidelity403(b) through Carruth Compliance Consulting
American Fidelity
Mercy Flights Membership

Retirement:
PERS - Public Employee Retirement System
Southern Oregon ESD pays the 6% employee contribution on behalf of each employee
pers.state.or.us


The following physical requirements are essential functions of the Administrative Assistant III job description:

1. Stand/walk ................................None   X1-4 Hrs/Day   4-6 Hrs/Day   6-8 Hrs/Day
2. Sit .............................................None     1-4 Hrs/Day   4-6 Hrs/Day   X6-8 Hrs/Day
3. Drive..........................................Frequently    XOccasionally     Limited     Not At All.
4. Bending.....................................Frequently     XOccasionally     Limited    Not At All
5. Squat ........................................Frequently     XOccasionally     Limited    Not At All
6. Climb Stairs ..............................Frequently     XOccasionally     Limited    Not At All
7. Single Grasping .....................XFrequently        Occasionally     Limited    Not At All
8. Pushing ....................................Frequently      XOccasionally     Limited   Not At All
9. Pulling ......................................Frequently        Occasionally     Limited    Not At All
10. Fine Manipulation ................XFrequently        Occasionally     Limited    Not At All
11. Repetitive Foot Controls ........Frequently        Occasionally   XLimited    Not At All
12. Lifting (less than 25 lbs) .........Frequently     XOccasionally      Limited   Not At All
13. Lifting (25-50 lbs) ...................Frequently       Occasionally    XLimited   Not At All
14. Lifting (50-75 lbs) ...................Frequently       Occasionally      Limited    XNot At All
15. Lifting (75-100 lbs) .................Frequently       Occasionally      Limited    XNot At All
 
CC#65
 

Posted By

Southern Oregon Education Service District

101 North Grape Street , Medford, OR 97501
 

At the following locations

Grants Pass Early Childhood Services Office

1021 NW Highland Ave , Grants Pass, OR 97526