SOESD - Executive Assistant - Confidential
Apply NowCompany: Southern Oregon Education Service District
Location: Medford, OR 97504
Description:
Position Type:
HR/Business Office/Supt/Executive Assistant
Date Posted:
1/9/2025
Location:
Medford Office
Closing Date:
Open until filledSouthern Oregon Education Service District (SOESD) is seeking an Executive Assistant to support our Superintendent in fulfilling the SOESD's mission of optimizing educational opportunities through high-quality services that meet the individualized needs of young children, students, families, and our communities. The Executive Assistant assists the superintendent's role, and coordinates with the business office, human resources and various divisions. The Executive Assistant also manages executive scheduling, prepares for and supports executive meetings, assists the superintendent in preparation of board materials, and serves as secretary to the SOESD Board of Directors. The ideal candidate will be a proactive problem solver with strong communication skills, have extensive knowledge of Oregon laws, board policies, administrative procedures, and collective bargaining, with experience leading a team of peers and serving as secretary to a board of directors.
About SOESD
Southern Oregon ESD is located in the Rogue Valley, 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 Festivals, the Ashland Independent Film Festival, and the renowned Oregon Shakespeare Festival.
For more information on living in the Rogue Valley, please see: Executive Assistant (Confidential)
Position Goal: Provide direct support to the superintendent and board of directors in meeting district obligations and ensure that the administrative office functions effectively.
Essential Functions:
Employees in this position perform some or all of the following tasks. Other duties may be assigned. Essential duties of this position include:
1. Assist superintendent with administering by policy, law and direction of the board, the total district operation, including leadership for education programs, fiscal services, and operational functions.
2. Serve as secretary to the SOESD Board of Directors and the budget committee.
3. Assist the superintendent, Chief Financial Officer, Chief Human Resources Officer, administrators and Business Office / Human Resources staff with personnel issues and special projects.
4. Communicate effectively with a wide variety of officials, agencies, media representatives, and the general public.
5. Recognize and handle politically and/or socially sensitive issues.
6. Serve as point of contact for county elections of board members.
7. Compose accurate meeting minutes and notes including clear, succinct summaries of complex discussions.
8. Maintain files of official meetings of the ESD board of directors, budget committee, superintendents' association, and administrative team.
9. Assist with drafting and production of District and Board newsletters as requested.
10. Maintain the superintendent's calendar.
11. Make travel arrangements for the superintendent and the board of directors.
12. Plan and chair meetings of the ESD office professionals.
13. Oversee the home-schooling program under the direction of the superintendent.
14. Oversee the conference room schedules.
15. Advise and provide oversight on web-based publications in coordination with Information Technology and the Webmaster.
16. Assist with media contacts and management of media outreach and press releases; draft press releases, news items, and other distributed communications as directed.
17. Receive and provide information and act as a liaison to staff and the community.
18. Communicate clearly and appropriately.
19. Participate in professional growth activities.
20. Establish and maintain cooperative work relationships with SOESD employees, local education agency representatives, and others contacted during the course of the workday.
21. Follow established SOESD policies and procedures.
22. Perform physical requirements unaided or with the assistance of reasonable accommodation.
23. Perform other job-related duties as assigned by the supervisor.
Minimum Prerequisites
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
1. High school diploma and five years of progressively responsible experience, or a combination of post-secondary education and experience that would provide the applicant with the desired skills, knowledge, and ability to perform the essential job functions.
2. Knowledgeable in and conversant in education laws, rules and regulations.
3. Knowledgeable of public meeting law and board processes, including Robert's Rules of Order and parliamentary procedure.
4. Knowledgeable of total ESD program areas, board policies, administrative procedures, and collective bargaining agreements.
5. Proficiency in business correspondence formats and business writing techniques with excellent proofreading and editing skills.
6. Advanced use of software applications and proficiency in operating office equipment.
7. Keyboard accurately at 65 words per minute; proficient in taking minutes by use of shorthand and speed writing.
8. Working knowledge of budgeting and bookkeeping practices and procedures.
9. Excellent communication skills.
10. Work flexible hours that may include evenings and weekends.
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 the SOESD Medford Office: 101 North Grape Street, Medford, OR 97501
Length of Position: 260 Days (annual year-round position)
Salary: Per Confidential Employees and Non-Licensed Administrators Conditions of Employment: $84,171.19 - $101,182.37 annually for 2024-2025 school year.
Immediate Supervisor: Superintendent
SOESD Benefits (For .50 FTE and Over):
Physical Requirements:
The following physical requirements are essential functions of the job description for the Executive Assistant:
1. Stand/Walk: 1-4 Hrs/Day
2. Sit: 6-8 Hrs/Day
3. Drive: 1-4 Hrs/Day
4. Bending: Frequently
5. Squat: Occasionally
6. Climb Stairs: Occasionally
7. Single Grasping: Frequently
8. Pushing: Frequently
9. Pulling: Frequently
10. Fine Manipulation: Frequently
11. Repetitive Foot Controls: Not At All
12. Lifting (less than 25 lbs): Frequently
13. Lifting (25 - 50 lbs): Limited
14. Lifting (50 - 75 lbs): Not At All
15. Lifting (75 - 100 lbs): Not At All
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.
HR/Business Office/Supt/Executive Assistant
Date Posted:
1/9/2025
Location:
Medford Office
Closing Date:
Open until filledSouthern Oregon Education Service District (SOESD) is seeking an Executive Assistant to support our Superintendent in fulfilling the SOESD's mission of optimizing educational opportunities through high-quality services that meet the individualized needs of young children, students, families, and our communities. The Executive Assistant assists the superintendent's role, and coordinates with the business office, human resources and various divisions. The Executive Assistant also manages executive scheduling, prepares for and supports executive meetings, assists the superintendent in preparation of board materials, and serves as secretary to the SOESD Board of Directors. The ideal candidate will be a proactive problem solver with strong communication skills, have extensive knowledge of Oregon laws, board policies, administrative procedures, and collective bargaining, with experience leading a team of peers and serving as secretary to a board of directors.
About SOESD
Southern Oregon ESD is located in the Rogue Valley, 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 Festivals, the Ashland Independent Film Festival, and the renowned Oregon Shakespeare Festival.
For more information on living in the Rogue Valley, please see: Executive Assistant (Confidential)
Position Goal: Provide direct support to the superintendent and board of directors in meeting district obligations and ensure that the administrative office functions effectively.
Essential Functions:
Employees in this position perform some or all of the following tasks. Other duties may be assigned. Essential duties of this position include:
1. Assist superintendent with administering by policy, law and direction of the board, the total district operation, including leadership for education programs, fiscal services, and operational functions.
2. Serve as secretary to the SOESD Board of Directors and the budget committee.
3. Assist the superintendent, Chief Financial Officer, Chief Human Resources Officer, administrators and Business Office / Human Resources staff with personnel issues and special projects.
4. Communicate effectively with a wide variety of officials, agencies, media representatives, and the general public.
5. Recognize and handle politically and/or socially sensitive issues.
6. Serve as point of contact for county elections of board members.
7. Compose accurate meeting minutes and notes including clear, succinct summaries of complex discussions.
8. Maintain files of official meetings of the ESD board of directors, budget committee, superintendents' association, and administrative team.
9. Assist with drafting and production of District and Board newsletters as requested.
10. Maintain the superintendent's calendar.
11. Make travel arrangements for the superintendent and the board of directors.
12. Plan and chair meetings of the ESD office professionals.
13. Oversee the home-schooling program under the direction of the superintendent.
14. Oversee the conference room schedules.
15. Advise and provide oversight on web-based publications in coordination with Information Technology and the Webmaster.
16. Assist with media contacts and management of media outreach and press releases; draft press releases, news items, and other distributed communications as directed.
17. Receive and provide information and act as a liaison to staff and the community.
18. Communicate clearly and appropriately.
19. Participate in professional growth activities.
20. Establish and maintain cooperative work relationships with SOESD employees, local education agency representatives, and others contacted during the course of the workday.
21. Follow established SOESD policies and procedures.
22. Perform physical requirements unaided or with the assistance of reasonable accommodation.
23. Perform other job-related duties as assigned by the supervisor.
Minimum Prerequisites
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
1. High school diploma and five years of progressively responsible experience, or a combination of post-secondary education and experience that would provide the applicant with the desired skills, knowledge, and ability to perform the essential job functions.
2. Knowledgeable in and conversant in education laws, rules and regulations.
3. Knowledgeable of public meeting law and board processes, including Robert's Rules of Order and parliamentary procedure.
4. Knowledgeable of total ESD program areas, board policies, administrative procedures, and collective bargaining agreements.
5. Proficiency in business correspondence formats and business writing techniques with excellent proofreading and editing skills.
6. Advanced use of software applications and proficiency in operating office equipment.
7. Keyboard accurately at 65 words per minute; proficient in taking minutes by use of shorthand and speed writing.
8. Working knowledge of budgeting and bookkeeping practices and procedures.
9. Excellent communication skills.
10. Work flexible hours that may include evenings and weekends.
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 the SOESD Medford Office: 101 North Grape Street, Medford, OR 97501
Length of Position: 260 Days (annual year-round position)
Salary: Per Confidential Employees and Non-Licensed Administrators Conditions of Employment: $84,171.19 - $101,182.37 annually for 2024-2025 school year.
Immediate Supervisor: Superintendent
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.
- 10 paid holidays with additional paid days off.
- A generous sick, vacation and discretionary (personal) leave packet is also provided to qualified employees.
- OEBB MODA
- Includes medical, dental, vision & prescription insurance
- Monthly premium deducted pre-tax
- 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
Physical Requirements:
The following physical requirements are essential functions of the job description for the Executive Assistant:
1. Stand/Walk: 1-4 Hrs/Day
2. Sit: 6-8 Hrs/Day
3. Drive: 1-4 Hrs/Day
4. Bending: Frequently
5. Squat: Occasionally
6. Climb Stairs: Occasionally
7. Single Grasping: Frequently
8. Pushing: Frequently
9. Pulling: Frequently
10. Fine Manipulation: Frequently
11. Repetitive Foot Controls: Not At All
12. Lifting (less than 25 lbs): Frequently
13. Lifting (25 - 50 lbs): Limited
14. Lifting (50 - 75 lbs): Not At All
15. Lifting (75 - 100 lbs): Not At All
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.