Frontline Applicant Tracking - Southern Oregon Education Service District

Openings as of 4/25/2025
Secretarial/Clerical

SOESD - Bilingual/Biliterate Administrative Assistant III (Focal Student Groups)

JobID: 2121

Position Type:
  Secretarial/Clerical/Administrative Assistant III


Date Posted:
  2/6/2025


Location:
  Klamath Falls Office


Closing Date:
  Open until filled


  The Klamath Falls office of the Southern Oregon ESD Focal Student Groups Department seeks a Bilingual/Biliterate Administrative Assistant III with a diverse set of skills and a desire to support the operations of the programs, focusing on Migrant Education. This person will work from the SOESD office in Klamath Falls during regular work hours.
 
The Administrative Assistant III performs a variety of clerical roles, such as ordering supplies, reconciling accounts, working with spreadsheets, arranging travel, and processing reimbursements. They will also work directly with department staff on a daily basis to support timely communication within the department and with partner systems such as school districts. They must be organized, self-motivated, and able to consistently keep detailed records and submit regular reports.
 
Furthermore, they will collaborate with Migrant Education recruiters and accurately enter data into the state database in a timely manner. They will provide student eligibility lists to specialists and school districts. They will attend monthly SOESD meetings as well as virtual OMESC data meetings and trainings.
 
If you have a passion for supporting programs to provide quality services for children and families, can effectively build positive relationships while delivering a high level of service, and are self-directed while working as an essential part of a team, we encourage you to apply for this position!

About SOESD
 
Southern Oregon ESD has locations in the Rogue Valley and Klamath County. The Rogue Valley is 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.

Klamath County is proudly the home of Crater Lake National Park. With an average of 300 days of sunshine per year, outdoor sports are unlimited for all ages and all seasons.

For more information on living in the area, 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
• Klamath Falls: https://www.klamathfalls.city/307/Why-Klamath-Falls   

Bilingual/Biliterate (Spanish/English) Administrative Assistant III (Focal Student Groups)

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 the 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.


Essential Duties and Responsibilities: Employees in this position perform some or all of the following tasks in Spanish and English. Other duties may be assigned. Essential duties of this position include:
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 workshop locations, designs brochures, registers participants, and assists presenters in the preparation of material. Ensures 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 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.
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. Research 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 the direct supervisor.

Minimum Qualifications:
1. High School Diploma or equivalent and four 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.
2. Bilingual and biliterate in Spanish/English as evidenced by a score of a minimum of “advanced low” on the OPIc.
3. Completion of SOESD’s Introduction to Interpretation Workshop with a passing final exam score within year one of employment). 
4. Experience working with the Latino community.
5. Draft and prepare reports, correspondence, and records, using accurate business English and Spanish, composition, spelling, grammar, and punctuation.
6. Demonstrate a high skill level in using current office technology, including keyboard skills, transcription, and elementary accounting.
7. Working knowledge of budgeting and bookkeeping practices and procedures.
8. Excellent communication skills to effectively represent policies and procedures to parents, students, other employees, agencies, and the general public.
9. Work independently and organize work with minimum supervision.
10. Work with a high degree of accuracy and attention to detail to meet deadlines.
11. Demonstrate keyboarding skills of 60 WPM or as specified for the position.
12. Thorough knowledge of applicable computer software and demonstrated skill with regard to the application
13. Experience working with diverse populations, including culturally, economically, and linguistically diverse populations.
14. Physically perform assigned duties.
 
Any equivalent combination of experience, certification, and training/education, deemed by the district, which provides the knowledge, skills, and abilities necessary to perform the essential functions of this job may be used as an alternative to this prerequisite.

Location:  In person at our Klamath Falls office: 2685 Foothills Blvd, Klamath Falls, OR 97603
Length of Position:  1.0FTE / 258 days (annual year-round position)
Salary:  Per Classified Collective Bargaining Agreement: $18.53/hr - $22.19/hr starting salary for the 2024-2025 school year. 
Supervisor:  Program Administrator

SOESD Benefits (For .50 FTE and Over):  
• Southern Oregon ESD contributes up to $2045.00 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.
• 10 paid holidays, plus additional paid days off. 
• 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) through Carruth Compliance Consulting  
• Mercy Flights Membership  

The following physician requirements are essential functions of this position:
1. Stand/Walk: 1-4 hours/day
2. Sit/Sit on Floor: 6-8 hours/day
3. Drive: 4-6 hours/day
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 Control: Limited
12. Lifting (less than 25 lbs): Occasionally
13. Lifiting (25-50 lbs): Limited
14. Lifting (50-75 lbs):  Not at all
15. Lifting (75-100 lbs): Not at all
16. Shift Position Quickly: Limited
17. Strenth/Endurance: Limited
  
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.   
 




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