Bilingual Administrative Assistant III Focal Student Groups

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.

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 SOESDs 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 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 Grape Street Office: 101 N Grape Street Medford OR. 97501

Length of Position:1.0 FTE/258 days (annual year-round position)

Salary:$19.09/hr to $22.86/hrper the 2025-2026 Classified Collective Bargaining Agreement.

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 additional 6% individual investment account with PERS.
• 9 paid holidays
• Agenerous 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 ï½ 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.