Administrative Assistant 3 - Secondary Education And Pathway Preparation - Applicant Pool

GENERAL SERVICE

JOB ANNOUNCEMENT

Administrative Assistant 3 - Secondary Education and Pathway Preparation - Applicant Pool
$40,512 - $53,964 annually

Recruitment Closes December 27, 2023

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 may be eligible for partial to near full-time telework. 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 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 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.

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 and Pathway Preparation division, which includes Assessment Operations, Assessment Development, Career and Technical Education, Graduation and Pathway Preparation, Learning Options, Learning Standards Revision, Operations, and the Secondary Education Content departments supports providing students with access to challenging coursework, a tailored Secondary Educational experience including culturally responsive and anti-racist curriculum, and Pathways to graduation and beyond that reflect student interest and need.

Secondary Education and Pathway Preparation:

• Guides learning and instructional supports to provide rigorous learning standards, supporting educators to teach those standards effectively.
• Supports content and assessment in subject areas including English Language Arts, Math, Science, Social Studies, Health/PE, Sexual Health, World Language/Dual Language, Arts and Computer Science.
• Manages Career and Technical Education programs with a focus on employability and workforce readiness that lead to industry recognized credentials, apprenticeships, work-based learning, and college degrees in high-demand economic sectors.
• Provides leadership for Graduation and Pathway Preparation for School Counseling, Hight School and Beyond Plans, graduation pathways, credit flexibility, dual credit flexibility, postsecondary transition and preparation.
• Coordinates grant administration, federal and state funding, data, compliance to regulatory guidance, and federal guidance support for ESSER and Perkins.

Our Departments

AssessmentOperations - Assessment Operations coordinates the administration of statewide assessments and oversees assessments for students with specific needs. They are responsible for managing the flow of tests between vendors and school districts, developing procedures and protocols for testing and communicates with all school districts.

Assessment Development - The Assessment Development department is responsible for the development and scoring of all state tests. This department develops the assessments while ensuring alignment to the state learning standards.

Career and Technical Education - It is the goal of the Career and Technical Education department to provide statewide leadership, support and service to develop and implement high-quality CTE programs as essential components of Education and career preparation/exploration, with the goal of preparing all students for postsecondary pathways, careers, and civic engagement.

Graduation and Pathway Preparation - The Graduation and Pathway Preparation department primarily provides support to districts with ensuring flexibility in meeting credit requirements, equitable and sustainable access to dual credit programs access to career connected learning opportunities and high-quality high school and beyond planning.

Learning Options - The Learning Options department supports school districts to provide flexible, learner-centered education including Alternative Learning Experience, Online Learning, Mastery-based Learning, and School Choice.

Learning Standards Revision - The Learning Standards Revision department provides cross agency leadership to support agency standards review and revision process in collaboration with Elementary Education, Special Education, System and School Improvement, and Student Engagement and Support.

Operations - The Operation department provides contract support to the division, grant administration, oversees federal and state funding, data, and ensures compliance to regulatory guidance and federal guidance related to Perkins.

Secondary Education Content - The Secondary Education Content department consists of a team of secondary instructional content leaders who partner with other divisions within OSPI, Educational Service Districts, school districts, and other community and educational partners to help transform the Secondary Educational system.

Key Responsibilities

This position will provide essential administrative support to a department within the Secondary Education and Pathway Preparation division and will provide support across the division and agency as needed. The following list includes some of the primary responsibilities of this position:

• Lead administrative support to department Director and Program Supervisors.
• Lead administrative support to coordinate and assist in planning meetings and workshops.
• Become knowledgeable on the current processes and policies for travel and purchasing requirements.
• Make travel arrangements, complete travel authorizations, process monthly reimbursement claims, and prepare itineraries for the program staff.
• Ensure all travel related documents are processed and tracked in a timely manner following agency guidelines.
• Prepare purchase requests as needed to support supply orders, membership renewals, payment of invoices, and approvals.
• 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 including the Executive Assistant, Fiscal office, Contracts office, and others as needed.
• Organize and prioritize projects to ensure accuracy and timeliness in the completion of projects.
• 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.
• Develop clock hour events in pdEnroller for upcoming trainings and managing the clock hour requests for the departments. Issues approved clock hour requests in a timely manner.
• Uses knowledge of spreadsheets and databases to perform daily duties.
• Creates and edits PowerPoint presentations.
• Become knowledgeable of the OSPI branded templates, how to use the template for the different types of documents, and properly routing documents for approval.
• Supports the department with document editing/proofreading of documents, reports, slide decks, etc. in alignment with the OSPI Style Guide and ADA accessibility requirements.
• 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.
• Lead administrative support to coordinate and assist in planning meetings. Prepare materials for attendees; maintain meeting database, distribution lists, invoice, nametags, and letters of confirmation to presenters/keynotes. May attend meetings, sign-in attendees, distribute materials, and take minutes.
• Support the department with public records requests which may include sorting, redacting and packaging documents to submit to the agency public records request supervisor.
• Actively contribute to the overall smooth functioning of the Secondary Education and Pathway Preparation 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 utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or work experience OR

• Associates degree AND two (2) years of progressively responsible experience in in utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or work experience OR

• Bachelor's degree AND one (1) year of experience in in utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or work experience.

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

Desired Qualifications:

• Proficient with Microsoft Office Suite, especially Microsoft Outlook, Word, and PowerPoint.
• Experience with calendar management, especially supporting supervisory positions.
• Possess strong writing and speaking skills: knowledge of proper English grammar, punctuation, correspondence formatting, proofreading, and using Plain Talk principles in a business setting.

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 Health Care Authority for information regarding health benefits and the Department of Retirement Systems 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 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:

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.

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