Administrative Assistant 4 - Teaching, Learning, & School Improvement

The Washington State Office of Superintendent of Public Instruction (OSPI) is looking for an Administrative Assistant 4 - Teaching, Learning, & School Improvement to join the OSPI team.

This full-time position is based in Olympia, Washington.

The selected candidate will be required to be in the office full-time for the first six months of employment after which time, the position may be eligible to telework up to two days per week.

Telework is a combination of in-building and off-site days. We encourage interested candidates to visit the OSPI website to gain insight into our agency.

About OSPI and our initiatives

OSPI is the primary agency charged with overseeing public K–12 education in Washington state.

Working with the state's 295 public school districts and 7 state-tribal education compact schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education.

• We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options. (Depending on job duties and work location.)

• We have a tuition assistance policy and support employees seeking tuition waiver through participating higher education organizations.

• We have an Infant at Work Program that is based on long-term values of newborns and infant-parent bonding. Eligible employees who are new parents or legal guardians can bring their infant (six weeks to six months) when returning to work. (Depending on job duties and work location.)

We value and are actively involved in promoting diversity, equity and inclusion within OSPI by way of cross-divisional, collaborative committee.

The focus of the committee includes employee engagement and education; reinforcing OSPI values; and maximizing the value of diversity and identifying strategies for inclusion.

Vision, Mission, and Values Vision: All students prepared for post-secondary pathways, careers, and civic engagement.Mission: Transform K-12 education to a system that is centered on closing opportunity gaps and is characterized by high expectations for all students and educators.

We achieve this by developing equity-based policies and supports that empower educators, families, and communities.

Values: Ensuring Equity, Collaboration and Service, Achieving Excellence through Continuous Improvement, Focus on the Whole Child

Equity
Each student, family, and community possesses strengths and cultural knowledge that benefits their peers, educators, and schools. Ensuring educational equity:

Goes beyond equality; it requires education leaders to examine the ways current policies and practices result in disparate outcomes for our students of color, students living in poverty, students receiving special education and English Learner services, students who identify as LGBTQ+, and highly mobile student populations.

Requires education leaders to develop an understanding of historical contexts; engage students, families, and community representatives as partners in decision-making; and actively dismantle systemic barriers, replacing them with policies and practices that ensure all students have access to the instruction and support they need to succeed in our schools.

Position Overview

The objective of this position is to provide essential administrative support to ensure smooth and efficient operations.

This role involves independently performing comprehensive and complex administrative duties, such as planning, organizing, and prioritizing work to meet internal and external deadlines.

Responsibilities typically include, but are not limited to, calendar management, editing and formatting complex word documents, coordinating meeting logistics, travel arrangements and support, purchasing, compiling reports and data, coordinating office operations, and providing additional support as needed for budget, contracts, website updates, and ADA compliance.

Key Responsibilities
Administrative Support to Executive Director/Department

• Keeps Supervisor Apprised of Urgent, Confidential & Sensitive/Confidential Situations
• Process Mail
• Meets With Team Regularly to Prioritize Workload & Tasks & Coordinate Schedules
• Create or Maintain Office Databases, distribution lists, and/or other filing systems
• Performs Complex Word Processing Tasks (Merging, Sorting, Integrating Text w/Graphics)
• Maintain Office/Inventory Supplies/Track
• Receptionist/Front Desk Support
• Reports on Work Assignments/Project Status Information
• Maintains Calendars & Scheduling
• Ensure compliance & process requests in accordance with state, federal & agency policy & procedure
• Engages in independent and collaborative professional development opportunities to include DEIB learning as directed by the department and division, other mandatory trainings, etc.
• Monitor inbox for program/supervisor, responding when appropriate or forwarding to appropriate individual

Meeting & Event Coordination and Support

• Direct and/or coordinate the Educator Awards program for TLSI and support and provide assistance and/or manage agency educator award programs
• Schedule Meetings, Record Minutes/Compile & Distribute & Take Notes
• Meeting/Event on-site setup, registration, technology support, document distribution, customer support
• Prepare Meeting Documents (Expense Forms, Committee/Consultant Forms, Notices, Agendas, PowerPoint, Etc.)
• Schedules & Reserves Meeting, Event, & Conference locations (Rooms, Venues, Etc.)
• Travel reservations (plane, car, hotel, etc.)
• Virtual Meeting-Set Up, Support, Break Out Rooms, Polls, chats, posting materials, Etc.
• Utilize Software for Closed Captioning
• PdEnroller and clock hour processing (creating, monitoring, updating, and awarding hours)
• Facilitate meetings on behalf of program

Communications Support

• Create & Support Surveys
• Review & Verify All Materials (Forms, Presentations Etc.) to Agency Standards and Ensure ADA Compliance
• Respond to Phone Calls & Emails and provide program information and technical assistance
• Compose Correspondence, Bulletins & Other Official Communications in accordance with Agency Standards
• Monitor and/or Updates Program/Department Website/Intranet (draft content, submit requests, review for updates/corrections)
• Use GovDelivery/Other for mass correspondence
• Graphic design support for newsletters, publications, documents, etc.

Records Management

• Conducts & Ensures Compliance with Paper/Electronic Retention & Archiving requirements
• Provide support for Public Records Requests
• Act as program contact and liaison regarding records issues and/or public records requests
• Maintain Data Sharing Agreement Records, Including Timeline Management for Renewal &/or Contract Conclusion

Fiscal Support for Travel, Purchasing, Contracts, Grants, and Budget in accordance with state (SAAM), federal and agency policy

Travel Support

Fiscal support

• Process invoices
• Monitor, track program budget and provide expenditure estimates and/or updates as necessary

Other Duties as Assigned

• Support Human Resource activities (recruitments, personnel action requests, hiring requests, Evaluation and Expectations)
• Provide coverage for other departments/divisions as needed.

Required Qualifications:

High School graduation or GED and Four (4) years* of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

*Formal education may substitute for required experience as below:

· Associates degree AND three (3) years of progressively responsible experience in in utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or work experience

OR

This position requires the ability to attend mandatory in-person meetings, trainings, or events that may be additional in-person days outside of approved telework agreement.

Preferred/Desired Qualifications:

• Proficient with Microsoft Office Suite, especially Microsoft Outlook, Word, and PowerPoint.
• Experience with calendar management, especially supporting supervisory positions.
• Experience in event management and coordination

CompensationThe annual compensation for the position is $54,504–$73,284 per year and depends upon experience, educational background and qualifications.

Geographic differentials may be applied based on work location of successful candidate.

Washington State offers a generous benefit package including health, dental and life insurance, retirement and an optional deferred compensation program.

Please visit Health Care Authority for information regarding health benefits and the Department of Retirement Systems for retirement plan information. This is a general service position.

This position is not represented by a bargaining unit.

Application Process

Those interested in this position must apply through Careers.wa.gov. Applications must include the following documents in MS Word and PDF format only:

• A letter of interest specifically addressing the qualifications listed in this announcement;
• A current résumé, and;
• A list of three or more professional references.

Please address any questions to:

New Jobs Alert Service

OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity.

OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability.

If you would like, please include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process.

Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in “Application Process.”