Administrative Assistant 3 – Applicant Pool Job at State of Washington Office of Superintendent of Public Instruction
State of Washington Office of Superintendent of Public Instruction Olympia, WA 98504
$38,952 - $50,592 a year
Description
GENERAL SERVICE
JOB ANNOUNCEMENT
Administrative Assistant 3 – Applicant Pool
$38,952-$50,592 annually
Open continuously
This recruitment may be used to fill multiple vacancies. Applicants are screened every couple of days to maintain an up to date pool of candidates for current openings.
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to hire several individuals at the Administrative Assistant 3 level to join the OSPI team. These full-time positions are based in Olympia, Washington and may be eligible for a partial telework schedule. 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 6 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.
At OSPI, we recognize that our employees are the key to the success of the agency. We are committed to our work but value the balance with our personal lives. We demonstrate our commitment to employees by providing an environment that stimulates professional growth and values them for their expertise. OSPI is a great place to work and has several initiatives to help create a great working environment, including:
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 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.
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
These positions provide daily communication and document support to internal staff and customers. These positions work under general direction of the program Director and provide support to programs and customers and contributes to the overall success of the team.
Key Responsibilities
This position will provide essential administrative support that may include the following:
- Lead administrative support to department Director and Program Supervisors.
- Lead administrative support to coordinate and assist in planning meetings and workshops.
- Keep current on travel and purchasing rules and procedures. Make travel arrangements, process monthly reimbursement claims, complete travel authorizations, and complete itineraries for the program staff.
- Collaborate and support Program Supervisors with communication, word processing tasks, presentations. Meets regularly with team to prioritize workload and tasks and to coordinate schedules.
- Coordinate with other division and agency staff members (Executive Assistant, Fiscal office, Contracts office, etc.).
- Organize and prioritize projects to assure accuracy and timeliness in the completion of projects.
- Edit and update guidelines and manuals, ensuring they are compliant as well as follow agency and state policies and practices.
- Performs complex word processing tasks such as merging, sorting, and integrating text with graphics.
- Distribute incoming mail, respond to public inquiries, and answer incoming phone calls and emails.
- Creates and supports surveys in the Alchemer system.
- Uses knowledge of spreadsheets and databases to perform daily duties.
- Creates and edits PowerPoint presentations.
- Develop and edit program bulletins/memos, newsletters, web pages, and reports (surveys, program evaluations, legislative reports, staffing papers, etc.) and other publications. Ensure that documents are successfully routed through the agency for approval.
- Monitor website for effectiveness, write content for the web, and submit web requests for the department.
- Manage the department’s electronic inventory, as well as supplies and other items.
- Actively contributes to the overall smooth functioning of the division operations, attending monthly administrative staff meetings, assisting across the division as workload needs require and supporting the main agency reception phone coverage and support as needed.
Required Qualifications:
- High school graduation or GED equivalent.
- Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience. Formal education will substitute year-for-year for experience.
- Proficiency in the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), and experienced internet research.
- Self-motivated individual with a positive work ethic, the ability to work independently in a complex environment and the ability to work effectively with other.
- Excellent communication skills, both oral and written.
- The ability to multi-task, handle short deadlines, prioritize work, work independently, and contribute productively as a team member.
- Dependable, reliable and maintains excellent attendance.
Desired Qualifications:
- Ability to maintain the highest standards of confidentiality, as well as standards of personal, professional, and ethical conduct.
- Understanding of the legislative reports and bill tracking.
- Knowledge of state travel rules and policies.
- Works effectively as a team member and respond positively to colleagues, school district staff, and the public.
- Experience with coordinating logistics for meetings within and outside the agency to include processing all fiscal required documents related to travel.
- Proficient in learning new hardware and software applications.
- Ability to anticipate supervisor’s needs regarding recurring meetings, conferences, etc.
- Ability to analyze and assess all information when problem-solving.
- Experience with file maintenance, record retention, and organization.
- Previous experience supporting multiple team members with their administrative needs.
- Self-directed, willing to take initiative, demonstrate good judgement, and able work successfully with a wide variety of people.
- Experience drafting, editing, and accurately formatting a variety of documents including correspondence, publications, spreadsheets, bulletins, memorandums, contracts, and reports.
Condition of employment:
- Per Governor Inslee’s proclamation (Download PDF reader) all state employees must be fully vaccinated. Your vaccine status will be verified. Please reach out to the HR Office at HROffice@k12.wa.us for information on medical or religious accommodations.
Compensation
The annual compensation for the position is $38,952-$50,592 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. Choose an item. 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:
Sal Salazar, Human Resources
Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6278 ; sal.salazar@k12.wa.us
Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) 725-6270 or (360) 725-6066, or e-mail hroffice@k12.wa.us.
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6278 ; sal.salazar@k12.wa.us
Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) 725-6270 or (360) 725-6066, or e-mail hroffice@k12.wa.us.
New Jobs Alert Service
OSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on careers.wa.gov. Subscribers are notified via text or email alert. If you are interested in this service, then please subscribe at this location.
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.”
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