Administrative Assistant 3 - Professional Certification

State of Washington • Thurston County – Olympia, WA

3d • Hybrid

About The Position

The Washington State Office of Superintendent of Public Instruction (OSPI) is hiring a full-time, permanent Administrative Assistant 3 in its Professional Certification Department. The position is based in Olympia, Washington, and provides essential administrative support to the Teaching, Learning, & School Improvement division, specific teams, and the agency as needed. The role independently performs complex administrative work, planning and prioritizing assignments to meet internal and external deadlines and support smooth, efficient operations.

Duties include calendar and office operations management; complex document editing and formatting; meeting, event, and travel coordination; purchasing and fiscal administration; compiling reports and data; communications and website support; records management; and assistance with budgets, contracts, grants, and ADA compliance. The position also supports human resources activities, provides coverage for other departments or divisions, and may provide front desk support.

The position is based in an office and may be eligible for partial- to near-full-time telework. Training requires working in the office five days per week. After initial training, the employee may have the option to work from home two days per week on a flexible telework schedule. The role is not fully remote and requires attendance at mandatory in-person meetings, trainings, or events, which may require additional in-office days beyond the approved telework agreement. Annual compensation is $48,048–$64,512, depending on experience, education, and qualifications; geographic differentials may apply. The position is a general service role and is not represented by a bargaining unit.

Requirements

• High school graduation or GED and three years of progressively responsible office/clerical, secretarial, bookkeeping, accounting, or general administrative experience; or an associate degree and two years of such experience; or a bachelor’s degree and one year of such experience.
• Ability to attend mandatory in-person meetings, trainings, or events, which may require additional in-office days outside the approved telework agreement.

Nice To Haves

• Proficiency with Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint.
• Experience with calendar management, particularly supporting supervisory positions.
• Strong writing and speaking skills, including knowledge of English grammar, punctuation, correspondence formatting, proofreading, and applying Plain Talk principles in a business setting.

Responsibilities

• Keep the supervisor informed about urgent, confidential, and sensitive situations.
• Process mail and meet regularly with the team to review workload, prioritize tasks, and coordinate schedules.
• Create and maintain office databases, distribution lists, and filing systems; track supplies; and report on assignments and project status.
• Maintain calendars and schedules and perform complex word processing, including merging, sorting, and integrating text with graphics.
• Ensure compliance with state, federal, and agency policies and procedures, and process requests accordingly.
• Participate in independent and collaborative professional development, including directed diversity, equity, inclusion, and belonging learning and mandatory training.
• Prepare and maintain travel requests, process reimbursements and registration purchase requests, monitor paperwork through approval and completion, and make plane, car, and hotel reservations.
• Prepare and manage purchase requests; draft, format, edit, submit, monitor, and pay contract invoices.
• Draft, edit, and submit grant requests; track deliverables and expenditures; and draft reports.
• Process invoices, monitor program budgets, and provide expenditure estimates and updates as needed.
• Schedule meetings, take notes, and distribute information; coordinate meeting-room and venue reservations; and prepare agendas, notices, forms, presentations, and other meeting materials.
• Provide on-site event setup, registration, technology support, document distribution, and customer support, as well as virtual meeting setup and support, including breakout rooms, polls, chats, and materials posting.
• Use software for closed captioning.
• Create and support surveys; review public-facing forms and presentations for agency standards and ADA compliance.
• Respond to phone calls and emails with program information and technical assistance; compose correspondence, bulletins, and official communications according to agency standards.
• Draft website content, submit update requests, and review program and department websites for corrections and updates.
• Maintain compliance with paper and electronic records retention and archiving requirements and support teams handling public records requests.
• Support human resources activities, including recruitments, personnel action requests, hiring requests, evaluations, and expectations.
• Provide coverage for other departments or divisions and front desk support as needed, and perform other duties as assigned.

Benefits

• Health insurance
• Dental insurance
• Life insurance
• Retirement plan
• Optional deferred compensation program
• Flexible/alternative work schedules and mobile and telework options, depending on job duties and work location
• Infant at Work Program for eligible employees who are new parents or legal guardians, allowing an infant aged six weeks to six months to accompany the employee at work, depending on job duties and work location

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED