File Maintenance Jobs in Oregon (NOW HIRING)

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.

Administrative Assistant II (Superintendent's Office)
Position Goal:
To assist the program administrator in performing general secretarial tasks, and staff support services which, depending on specific assignments, may include duties such as preparation of correspondence, forms, and reports, composing minutes, receptionist functions, computer processing, spreadsheet and other software, file maintenance, public contact/information dissemination, and budget monitoring.
Level of Responsibility/Supervision
Employees in this position determine the work methods and procedures used to complete assignments with minimal supervision.  The work involves related steps, processes, and/ or methods which require the application of agency policies and the exercise of initiative and judgment in more complex problem solving.
Duties & Responsibilities?
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 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 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 related program/department.
11.   Maintains an appointment calendar for supervisor and staff, schedules appointments and meetings, and assists in day-to-day planning. 
12.   Maintains 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 confidentiality with personnel, students, and program/agency information.
16.   Make decisions according to established policies.
17.   Serve as a 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.   Performs other job-related duties as assigned by direct supervisor.
Minimum Prerequisites
1.    High school diploma or equivalent and two 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.    Draft and prepare reports, correspondence, and records, using accurate business English, composition, spelling, grammar, and punctuation.
3.    Demonstrate a high skill level in using current office technology including keyboard skills, transcription and elementary accounting.
4.    Work with a high degree of accuracy and attention to detail to meet deadlines.
5.    Demonstrate keyboarding skills of 55 WPM
6.    Work with minimal supervision under specified guidelines.
7.    Effective communication and interpersonal skills.
8.    Make decisions according to established policies.
9.    Physically perform assigned duties
Location: In person at the SOESD District Office, 5465 S. Pacific Hwy. Phoenix, OR 97535 
Length of Position: 0.475 FTE/258 days (annual year-round position)
Salary: Per the Classified Salary Schedule, $17.17/hour - $20.56/hour for the 2026-2027 school year
Immediate Supervisor: Superintendent
SOESD Benefits (For .50 FTE and Over):  

• Southern Oregon ESD contributes up to $2185.00 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
• 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)
• Mercy Flights Membership  

The following physical requirements are essential functions of the Administrative Assistant III job description:
1. Stand/walk: 1-4 Hrs/Day   
2. Sit: 6-8 Hrs/Day
3. Drive: 4-6 Hrs/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 Controls: Limited  
12. Lifting (less than 25 lbs): Occasionally   
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.