Administrative Assistant 3 - Child Nutrition Services - Applicant Pool

Salary: $40,512.00 - $53,964.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2023-15885
Department: Office of Superintendent of Public Instruction
Division:Child Nutrition Services
Opening Date: 12/18/2023
Closing Date: 12/26/2023 11:59 PM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
GENERAL SERVICE
JOB ANNOUNCEMENT
Administrative Assistant 3 - Child Nutrition Services - Applicant Pool
$40,512 - 53,964 annually
Recruitment closes December 26, 2023
This recruitment is open until filled. The hiring authority reserves the right and may exercise the option to make a hiring decision at any time. We encourage all to apply as early as possible.
This recruitment may be used to fill multiple vacancies.
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill a vacancy at the Administrative Assistant 3 level. This full-time position is based in Olympia, Washington. This position requires at least 3 days a week in office and up to 2 telework days. Telework is a combination of in-building and off-site days. We encourage interested candidates to visit the 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.
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 ValuesVision: 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
Child Nutrition Services (CNS) is a division of OSPI that assists school districts and other institutions in providing quality nutrition programs that promote life-long healthful living while providing nutritious meals each day that prepare children for learning. Working with the USDA, CNS manages multiple USDA regulated programs such as National School Lunch Program, Afterschool Snack Program, Seamless Summer Option, Special Milk Program, Farm to Child Nutrition Programs, Child and Adult Care Programs and more. Visit the to learn more.
CNS is one of the largest divisions at OSPI with a staff of almost 50 and a support team of 4. Our specialists travel throughout Washington state to observe meal service and ensure sponsors are complying with USDA regulations. CNS is a great place to work and has several initiatives to help create a great working environment, including:

• We are a passionate and fun group that is dedicated to supporting our programs to provide nutritious meals to children and adults in Washington state.

AA3 positions in CNS provide daily communication and administrative support to internal staff and customers. These positions work under general direction of the program directors and provides support to program staff and customers. This position collaborates with other members of CNS to contribute to the overall success of the CNS team.
Key Responsibilities
This position provides essential administrative support that may include the following:

• Lead administrative support to Child Nutrition programs. Reports directly to the Administrative Services Manager.
• Process travel for staff including completing travel authorizations, making travel arrangements and complete itineraries for the program staff according to current regulations.
• Provide direct administrative support for 45+ CNS staff. This position requires high levels of independent judgement, time management, and office management skills.
• Perform complex word processing tasks such as mail/merge and sorting, integrating text with graphics, etc.; use spreadsheet and data-based software to develop and maintain records; prepare complex spreadsheets involving the development of formulas; combine files to create reports; use graphics software and recommend appropriate display of information.
• Collaborate and support program staff with communication, word processing tasks, and presentations. Meets regularly with team to prioritize workload and tasks and to coordinate schedules.
• Process purchase requests for necessary office supplies, registrations, memberships and other requests from staff.
• Receive phone calls, provide customer service and triage and route to appropriate staff when needed.
• Assist in drafting updates and correspondence to sponsors.
• Update, prepare, and process agency bulletins as assigned.
• Maintain databases, program tracking logs and compile reports to ensure program requirements are met.
• Maintain and update program calendar.
• Maintain filing system that meets auditing and government regulations as well as needs of staff.
• Arrange records classification, retention, and disposition.
• 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.
• Lead administrative support to coordinate and assist in planning meetings and workshops.
• Creates and supports surveys in the Alchemer system.
• 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 AND Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience OR

• Associates degree AND 2 years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience OR
• Bachelor's degree AND 1 year of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience

In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Proficiency in 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 others.
• 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.
• High attention to detail.
• Experience drafting, editing, and accurately formatting a variety of documents including correspondence, publications, spreadsheets, bulletins, memorandums, contracts, and reports.
• Works effectively as a team member and respond positively to colleagues, school district staff, and the public.
• Proficient in learning new hardware and software applications.
• Experience with coordinating logistics for meetings within and outside the agency to include processing all fiscal required documents related to travel.
• 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.

Compensation
The annual compensation for the position is $40,512 - 53,964 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 for information regarding health benefits and the 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 . 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
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
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."
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. Like everyone, your first priority is ensuring 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 (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should inc...