Administrative Assistant 3 - Child Nutrition Services

State of Washington•Thurston County – Olympia, WA

2d•Hybrid

About The Position

The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 3 in our Child Nutrition Services division. This full-time permanent position is based in Olympia, Washington. During onboarding, you will be required to be in-person five (5) days a week. After onboarding, 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. 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. OSPI is committed to its work but values the balance with personal lives and provides an environment that stimulates professional growth and values employees for their expertise. OSPI has several initiatives to help create a great working environment, including support for healthy work/life balance through flexible/alternative work schedules and mobile/telework options, an Infant at Work Program, and a commitment to promoting diversity, equity, and inclusion. The Child Nutrition Services (CNS) division 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. CNS manages multiple USDA regulated programs. CNS is one of the largest divisions at OSPI with a staff of almost 60 and a support team of 5. AA3 positions in CNS provide daily communication and administrative support to internal staff and customers. These positions work under the general direction of the program directors and provide support to program staff and customers. This position collaborates with other members of CNS to contribute to the overall success of the CNS team.

Requirements

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
Must reside in the state of Washington
Limited travel to attend meetings, trainings, events (minimal overnight stay)

Nice To Haves

Experience with Microsoft Office Suite.
Experience working with budgets.
Intermediate level experience with Excel (formulas, pivot tables, etc.)
Experience with or ability to learn new programs/software such as SharePoint, GovDelivery, pdEnroller, Canvas, Alchemer, GoToMeeting, and EGMS.
Experience preparing and maintaining travel requests for a State Agency.
Understanding of state compliance regulations as it relates to travel, purchasing, contracts, grants, and budgets.
Experience coordinating in-person and virtual trainings.
Experience with file maintenance, record retention, and organization.
Ability to multi-task, prioritize work for self and others, and can handle short deadlines and high-pressure situations.
Ability to work effectively as a team member.

Responsibilities

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.
Prepare & maintain travel requests, process travel reimbursement, expense vouchers, registration purchase requests, stay current on state & agency policies and procedures
Monitor travel requests and reimbursements throughout the process, collaborate with agency staff as needed to get paperwork completed, approved, and finalized
Track, prepare, and manage Purchase Requests
Draft, format, edit, submit, monitor, and pay invoices
Draft, edit, and submit requests, track deliverables and expenditures, and draft reports
Process invoices
Monitor and track program budget and provide expenditure estimates and/or updates as necessary
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 & 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
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)
Conducts & ensures compliance with paper/electronic retention & archiving requirements
Provide support for public records requests
Support Human Resource activities (recruitments, personnel action requests, hiring requests, Evaluation and Expectations)
Provide coverage for other departments/divisions as needed.