Administrative Assistant 3 - Office of Native Education

Description GENERAL SERVICE JOB ANNOUNCEMENT Administrative Assistant 3 - Office of Native Education $40,512–$53,964 annually Closes February 07,2024 The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill Office of Native Education - Administrative Assistant 3.
This full-time permanent 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 O00SPI 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.
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 This position supports agency Goal 4.
A Committed, Unified, and Customer-Focused OSPI: Support school districts through consistent, timely, and meaningful funding and supports that center the needs of students.
Agency operations are unified in facilitating services and resources in alignment with the commitments in our strategic goals.
This is a full-time (1 FTE) project position.
The Office of Native Education (ONE) Administrative Assistant will perform administrative duties in support of the ONE program staff in efficient functioning of the ONE program.
Specifically, the AA 3 will support the ONE Assistant Director in the coordination and convening of a Native literacy support workgroup; including scheduling, preparation of materials, travel, contracts, budget tracking, and communication.
This position also supports the mission of the ONE Tribal Consultation program to build relationships between federally recognized Tribes and partners designated to engage in Tribal consultation required by the Every Student Succeeds Act, section 8538.
This position requires high levels of independent initiative, time management, and office management skills.
Key Responsibilities Provide administrative support to the Associate Director: Coordinate and assist in the planning of meetings and workshops.
Manage travel arrangements and process monthly disbursement claims.
Provide administrative support for budget monitoring and tracking.
Assist with monitoring of contracts and grants.
Organize and prioritize projects to assure accuracy and timeliness in the completion of projects.
Assist ONE staff in coordinating office activities and special projects, onboarding of new employees, file management, public records requests, website updates, maintaining collaborative calendar, purchasing, travel, clock hour management, and any other duty necessary for the smooth function of the ONE.
Provide administrative support to the Tribal Consultation Program (TCP) Supervisor: Coordinate and assist in the planning of meetings, workshops and trainings.
Moderate and expedite live trainings; record, edit, and post trainings to various platforms.
Develop, create, and edit program bulletins, training materials, brochures, surveys, reports, and correspondence, ensuring agency, state, and ADA policies compliance.
Perform complex word processing tasks and maintain spreadsheets involving databases and development of formulas.
Provide support for annual program renewal process; maintain databases and program tracking logs, including relaying information and requirements to sponsors regarding Tribal Consultation.
Assist with monitoring of contracts.
Prepare, manage, track, and approve iGrants/EGMS Tribal Consultation Affirmation submissions for form packages and other grant surveillance systems.
Ensure Tribal Consultation Affirmation submission status reports and corrections are updated, proofread and responses and actions are completed.
Inform federal grants team of Tribal Consultation Affirmation progress.
Manage supervisor’s calendar and coordinate scheduling with internal and external partners.
Support, manage and reply to the participant training records and inquiries in PdEnroller and spreadsheets.
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: Highly proficient in MS Office suite (excel, word, PowerPoint, outlook).
Familiarity with online collaboration tools such as SharePoint, Zoom, Microsoft Teams, etc.
Ability to work independently; read, understand, and interpret general office policies and procedures; work effectively with others; communicate effectively, both in writing and verbally.
Knowledge of basic administrative procedures; office practices; correspondence preparation; ability to create, draft, proofread, and edit documents accurately and under time constraints while meeting deadlines.
Demonstrated organizational skills and attention to detail; ability to maintain accurate files, logs, and reports; excellent time management skills and ability to organize and prioritize tasks to meet internal and external deadlines independently.
[CL1] Capable of providing high standard of professionalism and customer service to internal and external clients.
Experience working with diverse populations.
Desired Qualifications: Understanding and experience with Tribal sovereignty and Tribal Communities.
Knowledge of and commitment to antiracist and trauma-informed practices.
Familiarity with the Washington State Local Education Agencies (LEAs).
Familiarity with the Washington ELA Standards, Benchmarks, & Indicators.
Experience with programs/software such as GovDelivery, PdEnroller, Alchemer, and iGrants/EGMS.
Understanding of OSPI processes and state regulations of purchasing, travel, and contracts.
Experience in planning and coordinating trainings both in-person and virtual.
Experience with file maintenance, records retention, and organization.
Ability to work effectively as a team member.
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: Sal Salazar, Human Resources 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.
New Jobs Alert Service OSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on careers.
wa.
gov.
Subscribers are notified via text or email alert.
If you are interested in this service, then please subscribe at this location.
OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity.
OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability.
If you would like, please include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process.
Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in “Application Process.
” [CL1]These can be combined