The Washington State Office of Superintendent of Public Instruction (OSPI) is seeking a visionary and dynamic leader to join the OSPI team as the Administrative Assistant 3 for the School Facilities and Organization and Student Transportation sections. 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.

Take a look inside OSPI: https://www.linkedin.com/feed/update/urn:li:activity:6382297953381548032

Vision

Every student ready for career, college and life.

Mission

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.

Position Overview

This position is the administrative support for both the School Facilities and Organization and Student Transportation sections.  The position will provide administrative support to staff members in both sections, including the directors of each section.  The School Facilities and Organization section is responsible for administering the state’s K-12 capital grant programs and Student Transportation provides essential services to support the safe and efficient transportation of the students of Washington State.

• Serve as the primary contact for both departments, establishes procedures and interprets and applies administrative policies to the work of these divisions.
• Provide administrative support for 15 professionals and supports the day-to-day clerical detail for both divisions. These responsibilities include receiving and processing phone calls, managing meetings and meeting schedules, distribution of mail management and processing of confidential material, communication with customers and stakeholders, management of calendars for supported directors and tracking of staff assignments and progress.
• Establish office procedures, standards, priorities and deadlines. Performs complex secretarial duties such as independently planning, organizing and prioritizing work to meet internal and external deadlines, compiling reports, office record keeping and filing system management, and coordinates office operations.
• Prepare, proof-read, and edit outgoing communications including publications, letters, bulletins, memorandums, manuals, presentations, and website content.
• Manage and update both websites, and ensure content is in compliance with ADA requirements.
• Make travel arrangements for Directors, supervisors and staff members, maintains records of travel itineraries; complies final travel expense reports. Follows agency travel policies for approval, and uses appropriate agency forms.
• Maintain Directors’ calendars and makes appointments, schedules and arranges small and large meetings, and makes meeting room reservations. Follows agency meeting policies and uses appropriate agency forms.
• Provide the highest level of customer services through initial phone and personal contact for internal and external customers seeking information. Customers may include district administrators, personnel from agencies outside of OSPI, the general public, staff members from other departments and management staff.
• Work with Directors in processing hiring approvals, scheduling interviews, and completing employment forms.
• Serve as a liaison between the Director and School Facilities staff as well as the Citizen’s Advisory Panel (CAP), the Technical Advisor Committee (TAC), the public, other state agencies, and organizations.
• Enter, retrieve, and proofread data from program software pertaining to teachers, instructors and other certification information. Work in cooperation with the Certification Division for verification of teacher certification.
• Maintain teacher/instructor list, mailing lists, and file on instructors. Maintain school district files and assist with program approvals.
• Mail out program approval letters to public school districts as requested, as well as maintain a database to log each individual TSE certificate.
• Provide program approval information to the Department of Licensing.
• Prepare emails to the school district to include school bus operation permits.

• High school diploma or GED,
• Three years progressively responsible experience in office/clerical, secretarial, or general administrative work
• Intermediate to Expert level knowledge and experience of Microsoft Office programs (Word, Excel, Outlook)
• Strong organizational skills, the ability to multi-task, and display good judgement in prioritizing multiple work assignments

Desirable Qualifications

• Ability to work as part of a team
• Ability to work under pressure, prioritize assignments as needed.
• Strong written and oral communication skills
• Ability to create, format, edit and proofread correspondence, letters, memos, and forms
• Knowledge of state travel rules and policies
• Experience with Microsoft PowerPoint, and SharePoint
• Knowledge and experience using the iGrants system
• Knowledge of coordination of logistics for meetings; including arranging conference lines and setting up web-based meetings (Zoom, GoToMeeting/Webinar)
• Experience with creating, preparing and processing contracts

The annual compensation for the position is $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.

Application Process

Those interested in this position may apply by submitting, their application using the apply button above, a letter of interest specifically addressing the qualifications listed in this announcement, a current resume, and a list of three 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:
Affirmative Action Information Form

Please send any questions to:

Theresa Ellsworth, Human Resources
Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6066; Theresa.ellsworth@k12.wa.us

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.”