ADMINISTRATIVE ASSISTANT 3 – Student Support
ADMINISTRATIVE ASSISTANT 3 – Student Support
Administrative Assistant 3 – Student Support
Closes November 10, 2017 at 5 p.m.
The Washington State Office of Superintendent of Public Instruction (OSPI) is seeking a dynamic individual to join the OSPI team as the Administrative Assistant 3 for Student Support. This critical and innovative full-time position is based in Olympia, Washington. Interested candidates are encouraged to visit the OSPI website (www.k12.wa.us) to gain insight into the agency’s mission and strategic plan.
Every student ready for career, college and life.
To provide funding, resources, tools, data and technical assistance that enable educators to ensure students succeed in our public schools, are prepared to access post-secondary training and education, and are equipped to thrive in their careers and lives.
This position is the lead administrative support for the ESSA Title I Neglected & Delinquent program and supervisor, the ESSA Title IV Part A Student Support and Academic Enrichment program and supervisor, and the Safe Routes to School program and supervisor. This position, when needed, also supports other program supervisors and support staff within the Student Support Division.
- Key Responsibilities
- Represents program supervisors at meetings, when necessary, and serves as primary contact in assigned program areas.
- Serves as liaison between program supervisors and the Secretary Supervisor, Executive Assistant, Director, and Assistant Superintendent of the Division. Reports on work assignments/project status when requested.
- Coordinate with other division and agency staff members (Executive Assistant, Fiscal office, Contracts office, etc.) on administrative procedures and practices.
- Reserve meeting space, make appointments, and make all travel and lodging arrangements that follow agency and state policies.
- Coordinates work of unit with that of other areas, establishes and maintains schedules and priorities, authorizes exceptions and special processing.
- Develop, create and edit program bulletins, memos, training materials, brochures, webpage(s), and reports (survey’s, program evaluations, legislative reports, etc.).
- Develop and/or respond to surveys or studies.
- Prepare budget estimates for expenditures for various meetings, trainings, and workshops, taking into consideration travel, meeting rooms, per diem, substitute reimbursements and trainer fees and assuring that agency and state policies are followed.
- Detailed knowledge and tracking of iGrants and program budgets including spending patterns, under and over spending, and making recommendations on program budgets to the program supervisor(s).
- Support to coordinate and assist in division conferences, and professional development trainings. Prepare materials for attendees; maintain participant database, distribution lists, invoice, nametags, and letters of confirmation to presenters/keynotes.
- Compile contract paperwork for facilities and speakers, coordinate lodging, meals, and audiovisual needs for all meetings and/or conferences and trainings for the programs.
- Lead administrative support to organize meetings, workshops, and conferences including coordination with facility site staff. Prepare documentation, such as meeting expense forms, committee/consultant forms, meeting notices, agendas, correspondence, handouts, and meeting minutes.
- Prepare, type, edit, and/or send out emails and correspondence on behalf of program supervisors. Assure that supervisors are aware of agency processes and procedures related to correspondence.
- Organize and prioritize projects to assure accuracy and timeliness in the completion of projects.
- Lead administrative support to maintain and archive files and keep up to date on records management to keep programs in regulation with retention schedule for public disclosure.
- Prepares all purchase requests from program supervisors to be forwarded for approval from the Director, and Assistant Superintendent, as needed.
- Expected to gain/have a general knowledge of the Title I Neglected & Delinquent, Title IV Part A Student Support & Academic Enrichment and Safe Routes to School Programs and be able to respond to inquiries from other division and agency staff, parents, schools, Educational Service Districts, community partners and other state agencies, when supervisors are unavailable.
- Receive and screen telephone calls and visitors that come into Student Support, determine the nature and urgency of their business, answer questions on statues of current projects, exercise discursive reasoning and good judgment in the amount and type of information given.
- Represents the supervisors by providing technical assistance to program coordinators and stakeholders from the field, as well as other public agencies.
- Reviews work of program supervisors to assure that information is in conformance with agency and state policies and laws, which requires substantial knowledge of the program work, when appropriate.
- Required Qualifications
- High school diploma or GED,
- Three years progressively responsible experience in office/clerical, secretarial, or general administrative work
- Knowledge of Microsoft Office programs (Word, Excel, Outlook)
- Ability to work independently with minimal supervision
- Ability to work as part of a team
- Ability to work under pressure, prioritize assignments as needed.
- Strong written and oral communication skills
- Strong organizational skills, the ability to multi-task, and display good judgement in prioritizing multiple work assignments
- Ability to create, format, edit and proofread correspondence, letters, memos, and forms
- Experience coordinating logistics for meetings; including arranging conference lines and setting up web-based meetings (Zoom, GoToMeeting/Webinar)
- Experience with creating, preparing and processing contracts
- Ability to meet deadlines with short timelines
- Knowledge of state travel rules and policies
- Experience with Microsoft PowerPoint, and SharePoint
- Knowledge and experience using the iGrants system
- Supplemental Information
The compensation level for this position is range 39, $33,336-43,344 per year and will depend upon experience, educational background, and qualifications. Washington State has a generous benefit package including health, dental, and life insurance, retirement, and an optional deferred compensation program. Please go to the following websites for benefit information; www.hca.wa.gov for information regarding health benefits and www.drs.wa.gov for retirement plan information. This is a general service position.
Those interested in this position may apply by submitting, via email, a letter of interest specifically addressing the qualifications listed in this announcement, a current resume, and a list of five or more personal and professional references. In your application email, please include both the name and pronoun you would like to be referred to as you interact with this organization.
The following optional form may be submitted along with your application packet:
Please include AA3 Student Support in the subject line of your email or your cover letter. Please send all the application materials to:
Theresa Ellsworth, Human Resources
Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6066; Theresa.firstname.lastname@example.org
Electronic application packages are encouraged and should be sent in MS Word and PDF format only.
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. Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in “Application Process.”
More than Just a Paycheck!Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.Read about our benefits:The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.Insurance BenefitsEmployees and families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.Retirement and Deferred CompensationState Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems‘ web site.Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Vacation (Annual Leave)You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.
HolidaysFull-time employees are entitled to eleven* paid holidays:HOLIDAYDATENew Year’s DayJanuary 1Martin Luther King, Jr’s birthdayThird Monday in JanuaryPresidents’ DayThird Monday in FebruaryMemorial DayLast Monday in MayIndependence DayJuly 4Labor DayFirst Monday in SeptemberVeterans’ DayNovember 11Thanksgiving DayFourth Thursday in November & Friday afterChristmas DayDecember 25Personal HolidayEmployee’s selection each calendar year
*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.Social SecurityAll state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.Sick LeaveFull-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.Please visit the State HR Website for more detailed information.
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