Administrative Specialist - Strategy & Engagement

Capital Region ESD 113; Tumwater (WA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

FSA/DCAP

Life/AD&D Insurance

LTD Insurance

EAP

Retirement

Leave Benefits

Job summary

Capital Region ESD 113 is seeking an Administrative Specialist - Strategy & Engagement to provide confidential, high‑level administrative support to the division and partner departments. You will manage events, trainings, records, calendars, and communications while ensuring compliance with retention schedules and public records requests.

The role supports the executive director and program teams, maintains contact lists, and handles logistics for regional recognition programs and trainings.

Qualifications

• Knowledge of grammar, punctuation, and document formatting.
• Ability to compose, edit, and format a variety of documents.
• Experience with records management and project coordination.

Responsibilities

• Provide complex administrative support to Strategy & Engagement and partner teams.
• Manage budget data, registrations, and inventory across sources.
• Prepare and distribute minutes, letters, reports, and calendars.
• Support social media and event coordination efforts to raise program visibility.
• Maintain and archive digital and physical records in compliance with retention schedules.
• Assist in contracts, invoices, and financial tasks for assigned teams.

Skills

Google Suite

Project management

Communication

Confidentiality

Time management

Education

High School diploma or equivalent

Certified Administrative Professional (CAP) preferred

WA SOS Records Management Training preferred

Tools

Google Suite/Workspace

Job description

Best to apply by 10/25/26

ESD 113 learns from and cares for our staff, schools, students, families, and the land, works alongside communities to build pathways that expand opportunity, and acts with collective purpose to advance educational justice.

This is a non exempt position, 260 days/year, 8 hours/day.

• Medical/Vision/Dental Insurance
• FSA/DCAP
• Life/AD&D Insurance
• LTD Insurance
• EAP
• Retirement
• DCP
• Annual Leave, Sick Leave Holiday Pay and Personal Leave

Required attachments: Resume

Purpose Statement

The job of Administrative Specialist - Strategy & Engagement is done for the purpose/s of providing complex and confidential administrative support that helps the agency's Strategy & Engagement Division and other assigned departments run efficiently and serve school districts, partners, and the community.

The Strategy & Engagement Division includes Communications, Digital Innovation, and Public Records. This position supports each team by managing events, online trainings, records, and financial tasks, and it serves as a primary point of contact for clients, partners, and public agencies.

Essential Functions

• Compiles and monitors budget, expenditure, program, registration, and inventory data accurately from multiple sources for the purpose of meeting legal and administrative requirements.
• Composes, edits, formats, proofreads, and distributes written materials, including letters, reports, minutes, and calendars, for the purpose of communicating information to staff, school districts, partners, and the public.
• Contributes to the agency's social media presence by posting content and proofreading posts for the purpose of building community connections and strengthening awareness of programs and services.
• Documents meeting notes and prepares and distributes follow‑up summaries and next steps to participants for the purpose of ensuring shared understanding and accountability after meetings.
• Helps the division organize and manage its shared files, including archiving records and documenting their destruction once retention periods end, for the purpose of meeting state retention requirements and having records ready for public records requests.
• Maintains accurate and complete records and documents in compliance with the Washington State Local Government Common Records Retention Schedule (CORE) and the Public Schools (K-12) Records Retention Schedule for the purpose of ensuring proper classification, retention, and disposal of all agency documentation in accordance with state regulatory requirements.
• Maintains and archives digital assets in approved file storage structures and systems for the purpose of organizing and preserving content for future use.
• Maintains good working relationships with clients, partners, and public agency staff for the purpose of supporting smooth collaboration and clear communication across organizations.
• Maintains, updates, and shares contact lists for the purpose of keeping coordination and communication timely and effective.
• Manages assigned resource libraries for the purpose of ensuring resources remain organized and accessible to schools and staff.
• Manages logistics for the agency's regional recognition programs and other assigned agency events, including outreach, partner coordination, registration, supplies, and onsite reception duties, for the purpose of delivering well- organized, inclusive events that serve students, staff, and the community.
• Manages the technical side of online trainings, including admitting participants, managing breakout rooms, monitoring and answering chat questions, and tracking attendance and clock hours, for the purpose of letting presenters focus on their content and keeping participant records accurate.
• Prepares contracts, service agreements, and invoices for assigned teams for the purpose of setting clear terms with partners and clients and collecting payment on time.
• Prepares reports for the purpose of providing documentation and information related to the assigned program or department.
• Procures office supplies and materials and reconciles supply budgets and expenditures for the purpose of ensuring adequate inventory and accurate financial records within budgetary guidelines.
• Provides confidential administrative support to the division's executive director, including calendar management, meeting preparation, and correspondence, for the purpose of helping the executive director focus on division priorities.
• Reconciles assigned teams' credit card transactions by matching receipts to statements, coding expenses, and submitting documentation by monthly deadlines for the purpose of keeping purchases accurate, accounted for, and in line with agency purchasing policies.
• Remediates simple digital content for the purpose of ensuring compliance with accessibility standards and making information available to all users regardless of ability.
• Researches policies and procedures in the assigned area for the purpose of maintaining compliance with current legal requirements.
• Responds to inquiries from staff, school districts, partners, and the public for the purpose of providing information regarding the agency's programs and services, policies, procedures, and regulations.
• Schedules activities and supports assigned teams with administrative functions, including appointments, meetings, travel authorizations and arrangements, and facility usage, for the purpose of keeping team calendars, travel, and meeting spaces organized so work stays on schedule.
• Serves as back up to the agency's public records officer during absences by receiving, tracking, and responding to public records requests for the purpose of meeting legal response timelines and keeping the agency transparent and accountable to the public.
• Serves as backup to the superintendent's executive assistant by recording minutes at board meetings during absences for the purpose of keeping an accurate public record of board actions.
• Serves as one of several backup receptionists during breaks and absences for the purpose of keeping front desk coverage consistent.
• Serves the agency and clients through advocacy, honesty, expertise, independence, loyalty, and fairness for the purpose of upholding industry standards for equitable and ethical conduct.
• Supports assigned teams with their hiring processes for the purpose of teams fill open positions quickly and keep services to clients running without gaps.
• Tracks agency resources and materials in spreadsheets or tracking systems for the purpose of ensuring resources remain organized, current, and accessible.
• Travels intermittently, for up to 5 consecutive days or more, for the purpose of fulfilling project requirements and performing the essential functions of the position.
• Updates content for the agency's websites, including links, directory information, calendar items, and forms, for the purpose of keeping information current and accessible to staff, school districts, partners, and the public.
• Uses project management tools with fidelity for the purpose of meeting deadlines and maintaining clear communication with project team members.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them to complete their work activities.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; document formatting and editing; application of pertinent laws, codes, policies and/or regulations; standardized accounting and bookkeeping principles; office processes and procedures; and basic computer operations.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications, especially experience/proficiency with Google Suite/Workplace and shared electronic work management systems; performing standard bookkeeping and accounting procedures; planning and managing projects; attention to detail with a focus on quality assurance; preparing and maintaining accurate detailed and concise minutes, notes and/or records of complex meetings, interviews, events, etc.; and self-starting, growth‑oriented person.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job‑related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job‑related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate.

Specific ability based competencies required to satisfactorily perform the functions of the job include: ability to proofread and edit documents; adapting to changing work priorities; communicating effectively, professionally, and proactively with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; and working with detailed information.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.

Equivalency: At least three years of in‑office job-related experience required.

Certificates and Licenses

Certified Administrative Professional (CAP) preferred

WA SOS Records Management Training preferred

Clearances

Criminal Justice Fingerprint/Background Clearance WA State Sexual Misconduct Disclosure Release