Bilingual/Biliterate Administrative Assistant III

To be considered for this position, please apply at: www.soesd.k12.or.us/jobssoesd/.

Position Goal: To assist the program administrator in English and Spanish 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.

Essential Duties:
1. Prepares a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions 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 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. Assures Spanish workshop materials are accurate.
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. Interprets conversations as needed by SOESD administrators.
23. Able to read, prepare and interpret documents in English and Spanish.
24. Performs other job-related duties as assigned by direct supervisor.

Job Type: Full-time

Pay: $17.36 - $20.79 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Medford, OR 97501: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $17 - $21