SOESD - Administrative Assistant III

About the role

The SOESD Long-Term Care, School Nursing, and Speech Departments are seeking a highly organized, detail-oriented Administrative Assistant to provide essential operational and administrative support. These programs serve students in Josephine and Jackson County. Speech and Language Pathologists, teachers, administrators, and nurses provide consultation and support to school districts and SOESD programs throughout the region. Reporting directly to the Coordinator, the Administrative Assistant manages scheduling, communications, purchasing, travel arrangements, and business operations; coordinates hiring processes; maintains student data systems; and supports professional development events. This position serves as the central point of coordination for daily operations, ensuring efficient communication and seamless administrative processes across both programs. Successful candidates will demonstrate exceptional organizational skills, the ability to manage multiple priorities in a fast-paced environment, and a collaborative, service-oriented approach.

Responsibilities

• 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.
• Compiles, organizes, and maintains program statistical data in a usable form for completing various reports pertaining to federal, state, and county information requirements.
• 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.
• 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 to appropriate location and/or staff person.
• Sorts, screens, distributes, and responds to correspondence within program/department in a variety of formats (US Mail, courier mail, and e-mail).
• Prepares and organizes materials for meetings, arranges for food services, prepares agenda