Administrative Assistant 3 - Teaching Learning and School Improvement (Secondary
Government Jobs, Olympia, WA, United States
Administrative Assistant 3
Teaching, Learning, and School Improvement
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill out an Administrative Assistant 3 in the Secondary Education Content department. This full-time permanent position is based in Olympia, Washington. This position may be eligible for partial telework. This position will be required to be in the office full-time for the first six months of employment. After which time, this position may be eligible to telework up to two days per week (days of the week to be determined by Supervisor). 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 K12 education in Washington state. Working with the state's 295 public school districts and seven 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 their expertise. OSPI is a 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 infants (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 Secondary Education Content department works within the Teaching, Learning, and School Improvement division. This position provides support for members of the Secondary Education Content team and the specific programs within the team as designated by the department and division leaders. This position may provide administrative support to the Teaching, Learning, and School Improvement division as needed.
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:
Organizing and prioritizing work to meet internal and external deadlines
Managing calendars
Coordinating meeting logistics, travel arrangements, contracts, and purchasing
Monitoring budgets
Compiling reports and data
Creating online surveys
This position serves as the confidential assistant to the program, using confidentiality and the highest standards of personal, professional, and ethical conduct. Serving in this role requires high levels of time management and office management skills.
Key Responsibilities
Provides administrative support to the Director and program of staff as designated by the Director and Division leader.
Meets regularly with the office team to prioritize workload and tasks and to coordinate schedules.
Supports staff with meeting materials, document editing, ADA accessibility, and travel requests. Meets regularly with a team to prioritize workload and tasks and to coordinate schedules.
Maintains multiple calendars.
Plans and executes meetings.
Performs complex word processing tasks such as merging, sorting, and integrating text with graphics.
Distributes incoming mail, responds to public inquiries, and answers 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.
Anticipates program staff's needs and coordinates and plans with program staff to support their work.
Acts as backup to other department administrative assistants, including coverage of OSPI front reception desk. Prepares purchase and maintenance requests.
Communicates proactively with office team and OSPI fiscal staff about all program purchase and invoicing needs.
Manages the department's electronic inventory, as well as supplies and other items.
Conducts and ensures compliance with retention and archiving policies.
Maintains files in specified locations per department, division, and agency policy.
Travel
Initiates and prepares travel authorization packets for program personnel
Monitors approval for travel
Generates reimbursement for staff
Revises processes in alignment with OSPI staff
Understands and informs of changes in agency policies and procedures as needed
Meeting/event coordination including project steering committee meetings and statewide events
Prepares and processes documents for authorization in a timely manner related to virtual training registration, purchasing, contracts, budget, and meeting coordination.
Schedules and arranges meetings/conferences
Set up virtual meetings and provide meeting support to manage breakout rooms, polls, monitor chat, and take notes, if needed.
Set up events in pdEnroller to manage registration and clock hours for meeting participants.
Prepares notices and coordinates registration of attendees.
Completes the MEA process as required by agency policy.
Provide communication/publications/information/website oversight
Under the supervision of the Secondary Education Content, coordinate and process department correspondence for staff. Prepare documents for review and approval, edit materials from program staff, correct discrepancies in content and format, and prepare for dissemination to school districts, internal and external stakeholders.
Develop and edit program bulletins/memos, newsletters, web pages, and reports (program evaluations, legislative reports, staffing papers, etc.) and other publications. Ensure that documents are successfully routed through the agency for approval.
Manage S: Drive; develop templates for program staff to use; develop team building activities; develop ways for program staff to receive information regarding new policies/procedures. Prepare and distribute a variety of information and materials to program stakeholders, program staff, individuals, and agencies. Manage and update department all listservs, coordinate preparation and distribution of program information/material for school district staff.
Monitor websites for effectiveness, write content for the web, and submit web requests for the department.
Support SEC program staff with website changes.
Contracts, grants, and budget
Reviews monthly budget expenditure reports. Maintains separate budget tracking and expenditure worksheets for each project. Maintains tracking for grantee deliverables and budget spending. Meets monthly review budget status with director. Meets regularly with OSPI budget analysts to ensure accuracy of budget reports and to adjust where necessary.
Communicates regularly with division and department staff to facilitate and complete all necessary contract paperwork. Facilitates contract procedures, drafts, formats, edits and processes of personal service contracts for programs.
In collaboration with other division and department program staff, coordinates all logistics related to application and contract proposal review and selection processes and independently creates Excel spreadsheets to document and track scoring and reviewer data and invoice tracking.
Teaching, Learning, and School Improvement
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill out an Administrative Assistant 3 in the Secondary Education Content department. This full-time permanent position is based in Olympia, Washington. This position may be eligible for partial telework. This position will be required to be in the office full-time for the first six months of employment. After which time, this position may be eligible to telework up to two days per week (days of the week to be determined by Supervisor). 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 K12 education in Washington state. Working with the state's 295 public school districts and seven 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 their expertise. OSPI is a 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 infants (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 Secondary Education Content department works within the Teaching, Learning, and School Improvement division. This position provides support for members of the Secondary Education Content team and the specific programs within the team as designated by the department and division leaders. This position may provide administrative support to the Teaching, Learning, and School Improvement division as needed.
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:
Organizing and prioritizing work to meet internal and external deadlines
Managing calendars
Coordinating meeting logistics, travel arrangements, contracts, and purchasing
Monitoring budgets
Compiling reports and data
Creating online surveys
This position serves as the confidential assistant to the program, using confidentiality and the highest standards of personal, professional, and ethical conduct. Serving in this role requires high levels of time management and office management skills.
Key Responsibilities
Provides administrative support to the Director and program of staff as designated by the Director and Division leader.
Meets regularly with the office team to prioritize workload and tasks and to coordinate schedules.
Supports staff with meeting materials, document editing, ADA accessibility, and travel requests. Meets regularly with a team to prioritize workload and tasks and to coordinate schedules.
Maintains multiple calendars.
Plans and executes meetings.
Performs complex word processing tasks such as merging, sorting, and integrating text with graphics.
Distributes incoming mail, responds to public inquiries, and answers 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.
Anticipates program staff's needs and coordinates and plans with program staff to support their work.
Acts as backup to other department administrative assistants, including coverage of OSPI front reception desk. Prepares purchase and maintenance requests.
Communicates proactively with office team and OSPI fiscal staff about all program purchase and invoicing needs.
Manages the department's electronic inventory, as well as supplies and other items.
Conducts and ensures compliance with retention and archiving policies.
Maintains files in specified locations per department, division, and agency policy.
Travel
Initiates and prepares travel authorization packets for program personnel
Monitors approval for travel
Generates reimbursement for staff
Revises processes in alignment with OSPI staff
Understands and informs of changes in agency policies and procedures as needed
Meeting/event coordination including project steering committee meetings and statewide events
Prepares and processes documents for authorization in a timely manner related to virtual training registration, purchasing, contracts, budget, and meeting coordination.
Schedules and arranges meetings/conferences
Set up virtual meetings and provide meeting support to manage breakout rooms, polls, monitor chat, and take notes, if needed.
Set up events in pdEnroller to manage registration and clock hours for meeting participants.
Prepares notices and coordinates registration of attendees.
Completes the MEA process as required by agency policy.
Provide communication/publications/information/website oversight
Under the supervision of the Secondary Education Content, coordinate and process department correspondence for staff. Prepare documents for review and approval, edit materials from program staff, correct discrepancies in content and format, and prepare for dissemination to school districts, internal and external stakeholders.
Develop and edit program bulletins/memos, newsletters, web pages, and reports (program evaluations, legislative reports, staffing papers, etc.) and other publications. Ensure that documents are successfully routed through the agency for approval.
Manage S: Drive; develop templates for program staff to use; develop team building activities; develop ways for program staff to receive information regarding new policies/procedures. Prepare and distribute a variety of information and materials to program stakeholders, program staff, individuals, and agencies. Manage and update department all listservs, coordinate preparation and distribution of program information/material for school district staff.
Monitor websites for effectiveness, write content for the web, and submit web requests for the department.
Support SEC program staff with website changes.
Contracts, grants, and budget
Reviews monthly budget expenditure reports. Maintains separate budget tracking and expenditure worksheets for each project. Maintains tracking for grantee deliverables and budget spending. Meets monthly review budget status with director. Meets regularly with OSPI budget analysts to ensure accuracy of budget reports and to adjust where necessary.
Communicates regularly with division and department staff to facilitate and complete all necessary contract paperwork. Facilitates contract procedures, drafts, formats, edits and processes of personal service contracts for programs.
In collaboration with other division and department program staff, coordinates all logistics related to application and contract proposal review and selection processes and independently creates Excel spreadsheets to document and track scoring and reviewer data and invoice tracking.