Front Office Receptionist/Board Support Secretary

DEPARTMENT: Administration

REPORTS TO: Office Manager

TERMS OF EMPLOYMENT: 1.0 FTE
LENGTH OF POSITION: Year Round, 4.5 days/week

Salary Range:$ 33,400-$41,750 DOE/ Full Benefits

OPEN: Until Filled

POSITION SUMMARY

The Front Office Receptionist / Board Support Secretary serves as the primary front-office point of contact for Wallowa County Education Service District (WCESD), providing welcoming, professional, and efficient service to staff, students, families, school districts, partner agencies, and members of the public.
 

The position combines traditional receptionist and general secretarial responsibilities with specialized back-office administrative support for WCESD and school district boards served by the ESD. Board support includes assisting administrators with meeting preparation, public notice requirements, agendas and board packets, records organization, required postings, and Oregon school board reporting and administrative deliverables.

This is a back-office board support position and does not require attendance at regular or special school board meetings, unless separately agreed upon for an unusual circumstance.

ESSENTIAL FUNCTIONS

              Front Office & Reception

• Serve as the primary receptionist and first point of contact for the WCESD office.

• Greet and assist visitors, families, staff, vendors, and community partners in a professional and welcoming manner.

• Answer, screen, and route telephone calls and general inquiries.

• Monitor general office email and correspondence and route information to the appropriate staff member.

• Receive, sort, and distribute mail, deliveries, and other materials.

• Maintain an organized, professional, and welcoming front-office environment.

• Assist visitors with general information regarding ESD programs, services, staff, and appropriate points of contact.

• Maintain appropriate visitor procedures and support building security practices.

• Maintain confidentiality when working with student, employee, district, board, and organizational information.

• Coordinate with legal counsel, insurance providers, state agencies, and other professional resources as directed by the appropriate superintendent or administrator.

• Maintain current knowledge of human resources practices affecting Oregon public schools.

General Secretarial & Administrative Support

• Provide routine clerical and secretarial support to WCESD administration and departments.

• Prepare, format, proofread, copy, scan, file, and distribute correspondence, reports, forms, and other documents.

• Maintain electronic and physical filing systems.

• Assist with scheduling, meeting preparation, room reservations, and general office coordination.

• Maintain administrative calendars and assist with organizational deadlines.

• Order and maintain office supplies and materials as assigned.

• Assist with records management and retention practices.

• Support administrative staff with data entry, document preparation, correspondence, and other routine office functions.

• Perform other general secretarial duties necessary for the efficient operation of the WCESD office.

SCHOOL BOARD BACK-OFFICE SUPPORT
 

Provide secretarial and administrative support for WCESD and, as assigned, component school district boards receiving administrative services through the WCESD.

• Assist administration with preparation and distribution of board meeting agendas and board packets.

• Collect, organize, format, and compile materials submitted for inclusion in board packets.

• Coordinate with superintendents, administrators, and designated staff to ensure board materials are prepared and distributed according to established timelines.

• Prepare and post meeting notices, agendas, and other required public information in accordance with district procedures and applicable Oregon Public Meetings Law requirements.

• Assist with maintaining board records, resolutions, policies, meeting materials, and other official documentation.

• Maintain calendars and deadline tracking for recurring board responsibilities.

• Assist with preparation and submission of required Oregon school board, state agency, and other governmental reporting deliverables as assigned.

• Assist administration with board policy updates, acknowledgments, organizational documents, and required annual submissions.

• Support administrative follow-up resulting from board meetings, including preparing approved documents for signature, distribution, filing, or submission.

• Coordinate routine correspondence and documentation between administration and board members as directed.

• Maintain appropriate confidentiality related to board, personnel, student, legal, and executive-session materials.

• Help ensure required board documents and public records are appropriately organized and accessible in accordance with applicable law and WCESD procedures.

This position provides administrative and secretarial support to school boards but is not responsible for serving as the board secretary or taking official meeting minutes unless specifically assigned. The employee is not required to attend school board meetings as a regular function of the position.

PUBLIC MEETING & COMPLIANCE SUPPORT
 

Under the direction of the Superintendent, district superintendent, or other designated administrator, the employee will assist with administrative processes associated with public meetings and board compliance, including:

• Tracking required public meeting notices and posting deadlines.

• Assisting with proper publication and posting of meeting information.

• Maintaining organized documentation demonstrating completion of required notices and postings.

• Supporting accessibility of board materials and public information

• Maintaining calendars of annual and recurring board reporting requirements

• Assisting with submission of required reports, forms, and certifications to appropriate state agencies or organizations.

• Identifying upcoming administrative deadlines and communicating them to the responsible administrator.
  
  The position provides administrative support and deadline coordination and is not expected to independently interpret law, provide legal advice, or make compliance determinations. Questions involving legal or policy interpretation will be referred to the Superintendent or appropriate administrator.

MINIMUM QUALIFICATIONS
 

• High school diploma or equivalent.

• Demonstrated experience with office, receptionist, clerical, secretarial, or administrative functions.

• Strong written and verbal communication skills.

• Ability to communicate professionally with members of the public, school employees, administrators, and elected board members.

• Strong organizational skills and attention to detail.

• Ability to manage multiple responsibilities and deadlines.

• Proficiency with standard office technology, including email, word processing, spreadsheets, shared calendars, and electronic document management.

• Ability to learn and follow public-sector procedures, timelines, and documentation requirements.

• Ability to maintain confidentiality and exercise appropriate professional judgment.
   

   PREFERRED QUALIFICATIONS
 

• Previous experience in a school district, education service district, local government, or other public agency

• Experience supporting a governing board or public meetings.

• Familiarity with Oregon Public Meetings Law and public records requirements.

• Experience preparing agendas, board packets, notices, reports, or other official documents.

• Familiarity with Oregon public education systems and school board operations.

KNOWLEDGE, SKILLS, AND ABILITIES
 

• Provide exceptional customer service while maintaining professionalism and appropriate boundaries

• Communicate clearly and effectively in person, by telephone, and in writing.

• Produce accurate, professional documents with attention to spelling, grammar, formatting, and detail.

• Establish systems for tracking recurring deadlines and administrative requirements.

• Prioritize work in an environment with competing demands.

• Work independently while recognizing when administrative guidance is required.

• Handle confidential and sensitive information appropriately.

• Develop positive working relationships with employees, administrators, board members, partner districts, and the public.

• Adapt to the diverse administrative needs of a regional education service district serving multiple school districts.
   

WORKING CONDITIONS

Work is primarily performed in a professional office environment with frequent interaction with staff and members of the public. The position requires regular use of computers, telephones, office equipment, and electronic records systems.
 

Some responsibilities may involve time-sensitive deadlines associated with public meeting notices, board packets, state reporting, or other regulatory requirements.
 

Regular evening school board meeting attendance is not a requirement of this position.
 

PERFORMANCE EXPECTATIONS
 

• Create a welcoming and professional first impression of Wallowa County ESD.

• Provide accurate, timely, and dependable administrative support.

• Maintain confidentiality and professional discretion.

• Help administrators maintain organized and consistent board-support systems.

• Monitor assigned deadlines and proactively communicate upcoming requirements.

• Produce accurate and professional board and administrative materials.

• Demonstrate flexibility and a service-oriented approach when supporting WCESD and its component school districts.

OTHER DUTIES
 

This job description is intended to identify the major responsibilities of the position and is not intended to represent an exhaustive list of all duties. The employee may perform other duties consistent with the position as assigned by the Superintendent or designee.

EQUAL EMPLOYMENT OPPORTUNITY

Wallowa County Education Service District is an equal opportunity employer and does not discriminate on the basis of any status protected by applicable federal or Oregon law.