Executive Assistant - Washington State Charter School Commission

EXEMPT JOB ANNOUNCEMENT

Executive Assistant Washington State Charter School Commission

Salary: $64000 $84000

Closes April 18 2025

The Washington Charter School Commission (Commission) is seeking a missionaligned and detailoriented team member to join the team as the Executive Assistant. This critical and innovative fulltime position is based in Olympia Washington with the option of a hybrid work environment.For the first six months of employment the position will require fulltime office attendance. After this period the position may be eligible for telework up to one day per week with specific days to be determined with Supervisor approval.

Interested candidates are encouraged to visit the Commissions website to gain insight into the agencys mission and strategic plan.

Vision

Foster innovation and ensure excellence so that every student has access to and thrives in a highquality public school.

Agency Overview

The Commission is an independent state agency whose mission is to authorize highquality public charter schools throughout the state especially schools that are designed to expand opportunities for systemically marginalized students and to ensure the highest standards of accountability and oversight for these schools. The Commission leads the charter school application process manages authorization and oversight and provides support services to Washington state charter public schools.

The 11member Commission and its staff are committed to closing opportunity gaps between the states most and least privileged groups of students within the educational system. The Commission has a moral obligation and legal obligation to cultivate charter schools where socioeconomic status and protected groups status such as race gender language sexual orientation national origin and disability cease to be a predictor of academic and life outcomes. Educational equity benefits all students and our entire community.

Key Responsibilities

The Executive Assistant will provide confidential administrative support to the Commissions Executive Director the Commission members and staff. The Executive Assistant provides comprehensive support to the Executive Director for administrative tasks and responsibilities external communication and scheduling in support of the Commissions work.

Responsibilities include but are not limited to:

• Act as the Executive Directors liaison responding to phone and email inquiries from agency partners and staff parents community partners and other state agencies about the Commission.

• Coordinate and manage office operations
  • Provide information related to planning organizing and operating the Commission office
  • Purchase office supplies manage inventory and reporting. Understand and keep apprised of procurement and purchasing rules and regulations.
  • Assure the Executive Director and staff are fully prepared or updated before and after scheduled meetings on matters to be considered
  • Provide calendar management support to the Executive Director and Commission members.
  • Organize and maintain program records in accordance with the Public Records Act. Coordinate filing systems and archiving of key documents in accordance with state regulations. Manage public records requests for the agency.
  • Act as agency coordinator for Human Resources with regard to hiring paperwork flow and processes.
• Coordinate the planning and organizing of inperson and virtual meetings workshops and conferences for the Commission including:
  • Pursuing and securing venues for future Board meetings within state fiscal guidelines and in consideration of Commission needs and preferences;
  • Making travel arrangements for Executive Director staff and Commission members including itineraries preparing meeting authorizations / travel authorization and processing reimbursements;
  • Arranging for the meeting facility catering equipment and member / staff accommodations;
  • Preparing and distributing meeting packets and materials; responsible for quality control and publishing of meeting materials online and hardcopy
  • Responsibility for ensuring all public comment to the Commission is delivered according to published timelines
  • Developing and disseminating public meeting notices developing the yearly calendar coordinating and composing the meeting agenda and establishing timelines;
  • Recording transcribing and distributing minutes
  • Preparing and completing meeting expense forms

• Writing and communication
  • Develop and edit program bulletins and memos newsletters web pages the Commissions website reports (surveys program evaluations legislative reports staffing papers etc. and other publications. Ensure documents are successfully routed through the agency for approval prior to publishing.
  • Perform complex tasks such as mail/merge and sorting integrating text with graphics; use spreadsheet and database software to develop and maintain records prepare complex spreadsheets involving the development of formulas; use of presentation software such as PowerPoint to combine files to create reports use graphics software and recommends appropriate display of information.

• Serve as the agencys Rulemaking Coordinator

• Support fiscal operations and management
  • Review and monitor program budgets expenditure tracking and estimates of operating expenses. Draft review and monitor program contracts with external consultants and vendors.
  • Manage fiscal documents purchasing requisitions and contracts through the approval process.

Required Qualifications

• Bachelors degree in business administration Public Administration or a closely related field or equivalent professional experience with years of experience considered in lieu of a degree on a yearforyear basis.

• At least five 5 years of progressively responsible experience in office/administrative work with two 2 or more years supporting a director or executive level administrator

• Strong customer service problemsolving flexible thinking and troubleshooting skills needed for success in a small agency setting
• Strong time and resource management skills demonstrated ability to work on multiple projects concurrently prioritize and plan work for others handle short deadlines.
• Strong writing skills and command of grammar punctuation composition editing rules formatting and proofreading
• Experience drafting formatting and editing documents presentations publications or reports
• Proficiency in all Microsoft Office applications and the ability and desire to learn new software applications as needed.
• Support of the agencys commitment to equity as outlined in its equity policy using equity in decisionmaking and actively participating in professional development on cultural responsiveness and equity analysis.
• Experience monitoring budgets and expenditures.
• Knowledge and experience in uploading information/documents and maintaining website.
• Ability to work a varied schedule which may include evenings weekends and travel to Commission meetings across Washington state approximately eight times per year.
• Valid drivers license
• Pass a Washington State Patrol background check

The annual compensation for the position is $64000 $84000 peryear 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; for information regarding health benefits and for retirement plan information. This position serves at the pleasure of the Executive Director and is civil service exempt.