Administrative Assistant 4 Teaching, Learning, & School Improvement

GENERAL SERVICE

JOB ANNOUNCEMENT

Administrative Assistant 4 - Teaching Learning & School Improvement

$54504 $73284 annually

Closes January 29 2026

The Washington State Office of Superintendent of Public Instruction (OSPI) is looking for an Administrative Assistant 4 - Teaching Learning & School Improvement to join the OSPI team. This full-time position is based in Olympia Washington. The selected candidate will be required to be in the office full-time for the first six months of employment after which time the position may be eligible to telework up to two days per week. 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 states 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.

• 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 a tuition assistance policy and support employees seeking tuition waiver through participating higher education organizations.

• 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 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 planning organizing and prioritizing work to meet internal and external deadlines. Responsibilities typically include but are not limited to calendar management editing and formatting complex word documents coordinating meeting logistics travel arrangements and support purchasing compiling reports and data coordinating office operations and providing additional support as needed for budget contracts website updates and ADA compliance.

Key Responsibilities
Administrative Support to Executive Director/Department

• Keeps Supervisor Apprised of Urgent Confidential & Sensitive/Confidential Situations
• Process Mail
• Meets With Team Regularly to Prioritize Workload & Tasks & Coordinate Schedules
• Create or Maintain Office Databases distribution lists and/or other filing systems
• Performs Complex Word Processing Tasks (Merging Sorting Integrating Text w/Graphics)
• Maintain Office/Inventory Supplies/Track
• Receptionist/Front Desk Support
• Reports on Work Assignments/Project Status Information
• Maintains Calendars & Scheduling
• Ensure compliance & process requests in accordance with state federal & agency policy & procedure
• Engages in independent and collaborative professional development opportunities to include DEIB learning as directed by the department and division other mandatory trainings etc.
• Monitor inbox for program/supervisor responding when appropriate or forwarding to appropriate individual

Meeting & Event Coordination and Support

• Direct and/or coordinate the Educator Awards program for TLSI and support and provide assistance and/or manage agency educator award programs
• Schedule Meetings Record Minutes/Compile & Distribute & Take Notes
• Meeting/Event on-site setup registration technology support document distribution customer support
• Prepare Meeting Documents (Expense Forms Committee/Consultant Forms Notices Agendas PowerPoint Etc.)
• Schedules & Reserves Meeting Event & Conference locations (Rooms Venues Etc.)
• Travel reservations (plane car hotel etc.)
• Virtual Meeting-Set Up Support Break Out Rooms Polls chats posting materials Etc.
• Utilize Software for Closed Captioning
• PdEnroller and clock hour processing (creating monitoring updating and awarding hours)
• Facilitate meetings on behalf of program

Communications Support

• Create & Support Surveys
• Review & Verify All Materials (Forms Presentations Etc.) to Agency Standards and Ensure ADA Compliance
• Respond to Phone Calls & Emails and provide program information and technical assistance
• Compose Correspondence Bulletins & Other Official Communications in accordance with Agency Standards
• Monitor and/or Updates Program/Department Website/Intranet (draft content submit requests review for updates/corrections)
• Use GovDelivery/Other for mass correspondence
• Graphic design support for newsletters publications documents etc.

Records Management

• Conducts & Ensures Compliance with Paper/Electronic Retention & Archiving requirements
• Provide support for Public Records Requests
• Act as program contact and liaison regarding records issues and/or public records requests
• Maintain Data Sharing Agreement Records Including Timeline Management for Renewal &/or Contract Conclusion

Fiscal Support for Travel Purchasing Contracts Grants and Budget in accordance with state (SAAM) federal and agency policy

Travel Support

• Prepare & maintain travel requests process travel reimbursement expense vouchers registration purchase requests stay current on state & agency policy & procedures
• Monitor travel requests and reimbursements throughout the process collaborate with agency staff as needed to get paperwork completed approved and finalized
• Prepare and manage Purchase Requests

Fiscal support

• Process invoices
• Monitor track program budget and provide expenditure estimates and/or updates as necessary

Other Duties as Assigned

• Support Human Resource activities (recruitments personnel action requests hiring requests Evaluation and Expectations)
• Provide coverage for other departments/divisions as needed.

Required Qualifications:

High School graduation or GED and Four (4) years* of progressively responsible experience in office/clerical secretarial bookkeeping accounting or general administrative work.

*Formal education may substitute for required experience as below:

Associates degree AND three (3) years of progressively responsible experience in in utilizing organizational skills in office/clerical secretarial bookkeeping accounting or general administrative skills or work experience

OR

This position requires the ability to attend mandatory in-person meetings trainings or events that may be additional in-person daysoutside of approved telework agreement.

Preferred/Desired Qualifications:

• Proficient with Microsoft Office Suite especially Microsoft Outlook Word and PowerPoint.
• Experience with calendar management especially supporting supervisory positions.
• Experience in event management and coordination

Compensation
The annual compensation for the position is $54504$73284per 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 Systemsfor 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: