Southern 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.
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.
To be considered for the position you must apply directly on our website: www.soesd.k12.or.us/jobssoesd/. Job ID #2088.
