Administrative Assistant 3 - Pathway Preparation & Title Program

State of Washington; United States; Hybrid; USD 48,000 - 65,000; Full time

Job summary

The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 3. This full-time project position is based in Olympia, Washington, with partial telework eligibility.

The role requires in-office presence for the first six months, then potential telework up to two days per week after supervisor approval. Pathway Preparation and Title Programs division provides services across career and technical education, grants, and program management to

Qualifications

• High school graduation or GED equivalent and three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills OR
• Associates degree and two (2) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills OR
• Bachelor’s degree and one (1) year of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills.

Responsibilities

• 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.
• Prepare purchase requests to support supply orders, membership renewals, payment of invoices, and approvals.
• Coordinate with division and program staff to manage workload and schedules.
• Lead administrative support to plan meetings and prepare materials for attendees.

Skills

Calendar management

Communication

Attention to detail

Education

High school diploma or GED

Associates degree

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Job description

Department

Office of Superintendent of Public Instruction

Division

Pathway Preparation and Title Programs

Job classification

ADMINISTRATIVE ASSISTANT 3

Posting type

Open

Categories

Administrative Assistant, Clerical & Data Entry, Education, Professional, Paraprofessional, Miscellaneous, Customer Service, Project Management, Higher Education, Professional Education, Education, Training & Library, Office and Administrative Support, Program Management, K-12, Teacher

Summary

GENERAL SERVICE JOB ANNOUNCEMENT

Administrative Assistant 3 - Pathway Preparation & Title Program

Temporary - Position expected through June 30, 2027

$48,048-$64,512 annually

Closes August 28, 2026

The 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.

About OSPI and our initiatives

• 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

• 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 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.

Pathway Preparation and Title Programs

• 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.

Key Responsibilities

• 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.

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 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)

Desired Qualifications

• 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.

Compensation

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 is an equal opportunity employer

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.