Per OAR 333-019-1030, MESD is requiring all newly hired employees to be fully vaccinated.

We offer a generous benefits package including medical, dental, vision, Rx plan, flex spending accounts, employee assistance program (EAP), paid holidays, basic & voluntary life insurance, STD/LTD & employer paid contribution into PERS (Oregon Public Employees Retirement System). We support our employees’ continued education through our Tuition Reimbursement Program.

REPORTS TO: Designated Supervisory Personnel

Days Per Year: 200 Days

Hours Per Day: 8 Hours

Work Days: Monday - Friday

POSITION PURPOSE:

Performs a variety of non-sensitive, non-confidential technical and clerical tasks using moderate independent judgment in applying established practices and procedures in support of a supervisor and/or coordinator; receives and handles calls and visitors; maintains data in manual or automated systems; types a variety of forms, correspondence, and other documents; maintains departmental files; sorts and distributes mail; assists customers/clients; and performs other duties as assigned.

NATURE & SCOPE:

This position is subject to board policies, administrative rules and procedures, department regulations and applicable State and Federal statutes. This position carries no administrative authority or responsibility.

DISTINGUISHING CHARACTERISTICS:

This is an advanced level class in the Adminisrative Assistant series. Incumbents perform technical and clerical duties that are widely varied and moderately complex. Incumbent works under minimal supervision and works with greater independence than incumbents at the Administrative Assistant I or II level. Incumbent may adapt procedures and processes to accomplish position requirements, and may work with confidential and/or sensitive assignments.

The Administrative Assistant III classification is distinguished from the higher level of classification of Administrative Assistant IV as the latter provides administrative and secretarial support for a school Administrator or Program Coordinator, including work of a sensitive, confidential and technical nature, and assistance with budget preparation and contracting. In contrast, the Adminisrative Assistant III performs work that emphasizes general technical and clerical rather than budget and contracting support, and incumbents may perform work of a sensitive or confidential nature.

ESSENTIAL JOB FUNCTIONS:

• Performs a wide variety of moderately complex clerical work pertaining to area reception; customer service; data entry; word processing; filing; document processing; distributing/sorting mail, records, and other communications; and maintaining and updating files, records, logs.
• Answers the telephone and determines the nature of calls; routes callers to the appropriate person or takes messages as necessary; schedules appointments and meetings; greet customers/clients in a professional business-like manner, screening requests, and referring to other persons or departments, as appropriate; responds to general questions of non-technical nature from the public, both in person and over the telephone, referring them as necessary to appropriate staff.
• Demonstrates proficiency using standard office equipment, including but not limited to computer, copier, fax machine, etc.
• Assists other staff members as needed to ensure departmental processes and procedures are performed appropriately.
• Tabulates and reviews numerical or financial data; makes routine calculations.
• Answers both technical and non-technical questions pertaining to area’s functions and activities.
• Prepares, types, proof forms, letters, documents, brochures, and other documentation based on established formats, written drafts, or established procedures or instructions; prepare basic reports, tables, spreadsheets, and/or other documents.
• Compiles and maintains data and information in manual and/or automated system.
• Initiates, reviews, updates, completes, and processes a variety of forms and document; and verifies that information is complete in accordance with established requirements.
• Provides routine support for meetings; prepares meeting room and materials; contacts participants to confirm attendance; distributes materials to participants; maintain mailing information; take and transcribe non-confidential/non-sensitive minutes, if assigned.
• Maintains a variety of files and filing systems by sorting and filing documents and records using alphabetical, index, cross reference, and other files; prepare outgoing mail for delivery; make copies of documents.
• Maintains adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments, as necessary; complete and submit requisitions; track administrative expenses for budgetary purposes; and resolve errors in orders received and invoices.
• Participates in adapting/developing programs and office support procedures, routines, forms and record keeping systems to accomplish department’s clerical responsibilities.
• Audits reports and/or records systems periodically, notifying appropriate individuals of discrepancies and correcting information as required.
• Compiles, checks, and tabulates numerical or financial data; performs data entry; makes basic mathematical calculations; answers non-technical questions pertaining to area’s functions and activities; and makes summary reports.
• Coordinates logistics for meetings and workshops by making room, registration and travel arrangements as necessary. Participates in developing agendas by collecting related materials; attends meetings to record proceedings and transcribes minutes; and distributes minutes to group members.
• Demonstrates proficiency in operating word processing (including template design), databases, and other office software programs; and ability to orient/train others in this area
• Orients, trains, and offers assistance to staff in software usage and development, technical procedures or other office procedures and coordinates clerical workflow to avoid duplication of work. Also may provide assistance in the day-to-day work activities of other clerical support staff or temporary employees.
• Creates, modifies, and utilizes templates, forms, and processes for use in reporting and/or billing information; trains administrators, supervisors, and support staff on the use of the forms, templates, and processes; and performs basic budgeting and reconciliation.
• Works as liaison between agency staff in developing and monitoring software and network systems.
• Maintains regular and timely attendance.

OTHER JOB FUNCTIONS:

• May require travel to different sites.
• Provides back-up support to other staff in case of absence or as needed.
• Attends department or other staff meetings.
• Performs other related duties as assigned.

WORKING CONDITIONS:

The work environment characteristics described her are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a typical office environment and is subject to moderate noise.

PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of his classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Mobility: Frequent sitting for long periods of time; occasional bending or squatting.
• Lifting: Frequently up to 10 pounds; occasional up to 25 pounds.
• Vision: Constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
• Dexterity: frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
• Hearing/talking: frequent hearing and talking, in person and on telephone.
• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or co-worker contact; occasional working alone.

KNOWLEDGE, SKILLS AND ABILITIES:

• English usage, spelling, vocabulary, grammar, and punctuation.
• Ability to perform calculations using basic mathematics, including addition, subtraction, multiplication, division, fractions, and percentages.
• In depth knowledge of specialized office practices, procedures, and equipment appropriate for assigned responsibilities.
• Ability to interpret and apply program/department information in making work decisions or in providing information to others.
• Ability to maintain complex specialized records and prepare narrative and reports based thereon.
• Advanced proficiency in operating word processing (including template design), databases, and other office software programs; and ability to orient/train others in this area.
• Ability to work under minimal supervision and make appropriate decisions regarding work methods and priorities.
• Ability to set up and maintain varied and detailed computerized filing and record keeping systems.
• Ability to communicate effectively with customers, staff and the general public using tact, courtesy, and good judgment.
• Ability to maintain confidentiality.
• Demonstrates proficiency using computers, office equipment, and standardized business software to maintain data and prepare a variety of correspondence, forms, reports, and other documents.
• Understands and implements oral and written instructions.
• Ability to organize, research, and maintain a variety of documents, materials, and information
• Ability to locate, identify, and correct inaccurate or incomplete information.
• Ability to prepare data, tables, and charts.
• Ability to work with accuracy and attention to detail to meet deadlines.
• Ability to learn specialized automated systems used in the department.
• Communicates effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Understands and demonstrates office management and clerical methods and procedures.
• Understands and demonstrates the principles and practices of report writing.
• Understands and demonstrates the principles and practices of customer service.
• Demonstrates consistent ability to mult-task and work as part of a team.

MINIMUM QUALIFICATIONS:

High School diploma, G.E.D., or equivalent. A minimum of three (3) years of clerical experience at a level comparable to Administrative Assistant II and technical expertise is required. Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills, and abilities to perform the duties of the job proficiently may substitute for the above requirements. Bilingual and/or experience in a government organization desirable. Valid driver’s license and available vehicle may be required depending on specific assignment.