Administrative Assistant – Jackson EI/ECSE - Douglas ESD

Administrative Assistant – Jackson EI/ECSE - Douglas ESD


Douglas Education Service District is looking for a highly motivated, detail-oriented, computer proficient individual to join our team as an Administrative Assistant for our Jackson Early Intervention / Early Childhood Special Education department.
This position is responsible for front desk operations and visitor assistance at our Superior Court, Medford location.

225 days per year, 8 hours per day, 5 days per week to begin immediately.

APPLICATION DEADLINE: 10/10/2025 at 3:00 pm

STARTING SALARY: $20.89 - $26.91 per hour

JOB SUMMARY:
This position will act as the administrative assistant to the department program(s) and handle all typical clerical duties, including communication, recordkeeping, and representing the program in a positive manner. To accomplish these tasks, the Administrative Assistant works closely with the staff and administration of the program and the ESD.

DUTIES:
This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job. Full job description is attached in Applicant Tracking.

• Responsible for front reception operation and greeting guests and/or answering phones.
• Acts as administrative assistant for program director/coordinator for the strand and coordinates clerical help when assigned, including scheduling travel arrangements.
• Performs bookkeeping according to established account classification for department or program strands in addition to budget management, including processing and tracking purchase orders, budget account code management and cost tracking.
• Ability to review documentation for accuracy pertaining to IFSPs to ensure SPR&I compliance.
• Ability to understand and bill for Medicaid purposes.
• Maintains awareness of department, program, district, and school calendars.
• Coordinates meetings, programs, or events specific to the department by communicating, arranging, and organizing all components as directed.
• Participates on committees or as a member of a team or attends meetings as requested. May represent the department manager at meetings in person, online or phone based.
• Composes and prepares pertinent correspondence, reports, minutes, and memoranda in appropriate format, applying knowledge of established departmental procedures and functions.
• Ability to develop marketing materials, distribute flyers and other promotional materials. Ability to design, research, write and edit newsletters.
• Applies knowledge of agency rules, policies, and procedures when working with internal and external customers.
• Manages and tracks department credit cards & travel reimbursement.
• Assists to ensure proper tracking and monitoring of grants, and contracts and subcontracts; establish and maintain related recordkeeping and reports.
• Indexes and files correspondence, reports, and other materials for department or program strand.
• Receives and distributes mail, supplies, and other materials for department or program strand.
• Operates standard office equipment such as computer, printer, copier, fax machine, mail machine, scanner, etc. Uses appropriate software efficiently and effectively to accomplish work within the department or program strand.
• Ability to work efficiently with attention to detail.
• Completes department specific projects and tasks as directed by supervisor.
• Completes data entry per specific job duties.
• Other duties as assigned

QUALIFICATIONS

• High School diploma or equivalent.
• Minimum of 2 years of experience in office work is preferred.
• Bilingual in Spanish preferred.
• Ability to work as part of a multidisciplinary team and collaborate well with others.