Administrative Assistant 3 - Pathway Preparation & Title Program
State of Washington
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Benefits offered by this job
Job summary
OSPI in Olympia, Washington invites applications for an Administrative Assistant 3 in the Pathway Preparation & Title Programs division. This is a full-time, temporary position through June 30, 2027, with potential telework after an initial six months.
Responsibilities include travel arrangements, purchase requests, calendar management, document preparation, and supporting program staff as they deliver career and technical education initiatives.
Qualifications
- Must have high school graduation or GED with 3+ years of progressive office/clerical experience; or an associate degree with 2+ years; or a bachelor’s degree with 1+ year.
- Requires ability to manage calendars, process travel and purchasing documents, and support program staff in a fast-paced environment.
- Must reside in Washington state at time of employment and may require limited travel.
Responsibilities
- Become knowledgeable on travel and purchasing processes.
- Make travel arrangements, process travel authorizations, reimburse claims, and prepare itineraries.
- Prepare purchase requests and support staff with communications, word processing, and presentations.
- Coordinate with division staff and manage documents and schedules to ensure timely completion.
Skills
Education
Job description
Sal Salazar, Human Resources
GENERAL SERVICE
$48,048-$64,512 annually
Closes August 28,2026The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 3 position. This full-time project position is based in Olympia, Washington. This position may be eligible for partial telework. The position 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 (days of the week to be determined with Supervisor approval). 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.
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.
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: 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
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.
The Pathway Preparation and Title Programs division, which includes Career and Technical Education, Federal & State Supplemental Programs, Graduation and Pathway Preparation, Learning Options, and Operations departments provides students with access to challenging coursework, a tailored secondary educational experience, and pathways to graduation and beyond that reflect student interest and goals. The division also supports school districts with maintaining compliance with federal and state regulatory guidance.
- Supports the delivery of public education in a variety of learning options, settings, and instructional approaches.
- Manages Career and Technical Education programs with a focus on employability and workforce readiness that led to industry recognized credentials, apprenticeships, work‑based learning, and college degrees in high‑demand economic sectors.
- Provides leadership for comprehensive school counseling, high‑quality high school and beyond plans, graduation pathways, credit flexibility, dual credit accessibility, postsecondary transition and preparation.
- Coordinates grant administration, federal and state funding, data, compliance to regulatory guidance, and federal guidance support for Perkins.
- Equitably stewards federal and state policy and resources, and provides committed, consistent, and unified service to our customers.
- Become knowledgeable on the current processes and policies for travel and purchasing requirements.
- Make travel arrangements, complete travel authorizations, process monthly reimbursement claims, and prepare itineraries for the program staff.
- Ensure all travel‑related documents are processed and tracked in a timely manner following agency guidelines.
- Prepare purchase requests as needed to support supply orders, membership renewals, payment of invoices, and approvals.
- Collaborate and support Program Supervisors with communication, word processing tasks, presentations. Meets regularly with team to prioritize workload and tasks and to coordinate schedules.
- Coordinate with other division and agency staff members including the Executive Assistant, Fiscal office, Contracts office, and others as needed.
- Organize and prioritize projects to ensure accuracy and timeliness in the completion of projects.
- Performs complex word processing tasks such as merging, sorting, and integrating text with graphics.
- Distribute incoming mail, respond to public inquiries, and answer incoming phone calls and emails.
- Develop clock hour events in pdEnroller for upcoming trainings and managing the clock hour requests for the departments. Issues approved clock hour requests in a timely manner.
- Uses knowledge of spreadsheets and databases to perform daily duties.
- Creates and edits PowerPoint presentations.
- Become knowledgeable of the OSPI branded templates, how to use the template for the different types of documents, and properly routing documents for approval.
- Supports the department with document editing/proofreading of documents, reports, slide decks, etc. in alignment with the OSPI Style Guide and ADA accessibility requirements.
- Monitor website for effectiveness, write content for the web, and submit web requests for the department.
- Manage the department’s electronic inventory, as well as supplies and other items.
- Lead administrative support to coordinate and assist in planning meetings. Prepare materials for attendees; maintain meeting database, distribution lists, nametags, and letters of confirmation to presenters/keynotes. May attend meetings, sign‑in attendees, distribute materials, and take minutes.
- Support the department with public records requests which may include sorting, redacting, and packaging documents to submit to the agency public records request supervisor.
- Actively contribute to the overall smooth functioning of the Pathway Preparation and Title Programs division, attending monthly administrative staff meetings, assisting across the division as workload needs require and supporting the main agency reception phone coverage and support as needed.
- 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 utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or work experience.
- Must reside of in the state of Washington as a condition of employment
- Limited travel to attend meetings, trainings, events (minimal overnight stay)
- Proficient with Microsoft Office Suite, especially Microsoft Outlook, Word, and PowerPoint.
- Experience with calendar management, especially supporting supervisory positions.
- Possess strong writing and speaking skills: knowledge of proper English grammar, punctuation, correspondence formatting, proofreading, and using Plain Talk principles in a business setting.
The annual compensation for the position is $48,048-$64,512 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.
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.”
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax‑deferred dollars toward their health care expenses. Employees are also covered by basic life and long‑term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre‑tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well‑being of employees.
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre‑tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
If you are employed by a government or not‑for‑profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Full‑time and part‑time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full‑time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part‑time employees who are in pay status during the month of the holiday qualify for the holiday on a pro‑rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full‑time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Full‑time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part‑time employees will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Full‑time employees accrue vacation leave at the rates specified in WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA). Full‑time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part‑time employees accrue vacation leave hours in accordance with WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA) on a pro‑rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357‑58‑175, an employer may authorize a lump‑sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357‑31‑165.
Washington State supports members of the armed forces with 21 days paid military leave per year.
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
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