SOESD - Administrative Assistant III - SOREN and Mentoring Programs

The Southern Oregon Regional Educator Network (SOREN) seeks a highly organized and detail-oriented Administrative Assistant to provide operational and program support. This role manages purchasing, payroll, travel, and business processes while coordinating hiring tasks, mentor program tracking, and professional development event logistics. The Administrative Assistant will serve as the hub for scheduling, communication, and day-to-day systems that keep SOREN running smoothly. Strong skills in Microsoft Office, Google Suite, Canva, and Zoom are required, along with the ability to balance multiple priorities in a fast-paced, service-oriented environment.

Administrative Assistant III - SOREN and Mentoring Programs

Position Goal

To assist the program administrator 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: 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.

Level of Responsibility / Supervision
Employees in this position are distinguished by the greater complexity and breadth of office assignments requiring expertise in the full range of secretarial skills.  Duties at this level are performed independently and often involve the completion of varied and unrelated assignments or technical functions over which the employee has exclusive or near-exclusive control.  Assignments at this level require technical and detailed knowledge of program and agency functions and procedures. 

Duties & Responsibilities   (Positions may consist of some or all of the following duties)

1. 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.
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 them to the 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 preparation of material.
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. Make decisions independently according to established policies
16. 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. 
17. Compiles data from varied sources and m