Monday, August 10, 2015

State of Washington (Olympia, WA)

State of Washington
Office of Superintendent of Public Instruction invites applications for the position of:
Administrative Assistant - Digital Learning
Department - Seatle
SALARY: $41,200.00 - $51,500.00 Annually
OPENING DATE: 08/07/15
CLOSING DATE: 08/14/15 11:59 PM
Administrative Assistant for the Digital Learning Department
Closes August 14, 2015
The Washington State Office of Superintendent of Public Instruction (OSPI) is seeking a visionary and dynamic leader to join the OSPI team as the Administrative Assistant for the Digital Learning Department This critical and innovative full-time position is based in Olympia, Washington. Interested candidates are encouraged to visit the OSPI website ( to gain insight into the agency’s mission and strategic plan.
Every student ready for career, college and life.
To provide funding, resources, tools, data and technical assistance that enable educators to ensure students succeed in our public schools, are prepared to access post-secondary training and education, and are equipped to thrive in their careers and lives.
Position Overview
The Digital Learning Department (DLD) is a section within the Office of Superintendent of Public Instruction (OSPI) located under the Teaching and Learning Division. This exempt position will serve as the Administrative Assistant for the DLD Director, Lillian Hunter, as well as support the DLD office staff.
This person will manage all office operations including reception and purchasing supplies, maintenance of office equipment, and services. As well, this position is responsible for support for DLD staff with scheduling, travel and reimbursements, communications, and contracting processes. This position is also responsible for coordinating the communications regarding facilities issues with the building management. As the Administrative Assistant, you will maintain records of DLD operations including phone logs, mail, invoices, purchase requests, travel authorizations, agency bulletins, memos, and legal agreements. Furthermore, this position will work directly with the OSPI Public Records and Assistant Ethics Officer relating to any public records requests relating to the DLD. The Administrative Assistant assists staff as needed with the Standard Choice Transfer System, online course catalog and registration system tasks and processes as the work is learned.
Required Qualifications
Maintain excellent attendance - must be able to work business hours, Monday – Friday
Progressively responsible reception experience to include two years of experience in an executive or high level management office
Experience managing multiple calendars and scheduling events/meetings to support business activities of an executive office Excellent written and spoken communication skills
Provide a high standard of professionalism and great customer service to both internal and external customers
Ability to create correspondence, proofread and edit documents, emails, and web content with a high level of accuracy
Self-motivated with a positive work ethic
Work effectively as a team member and respond positively to/with the public
Ability to work independently at times and with a team located both in and outside of the physical office setting
Excellent time management skills and ability to independently and collaboratively organize and prioritize tasks to meet internal and external deadlines.
Alpha and numeric filing, with attention to detail
Use a variety of computer software programs (Microsoft Office Suite, Word, Excel, Outlook, PowerPoint, GitHub), web forms and web databases.
Ability to maintain the highest level of confidentiality including knowledge and experience dealing with confidential information
Desirable Qualifications
Experience in processing travel documents and making travel arrangements which includes planning of logistics for meetings, annual trainings, and workshops
Experience in processing purchase requests, travel reimbursements, and meeting expense authorizations
Experience processing contracts
Experience with accounts payable/receivable processing
Experience in setting up meetings and processing all associated documents
Experience and interest working with records retention and public record requests
Ability to manage website updates using HTML
Knowledge of Standard Choice Transfer System requirements and operation
Familiar with Filemaker Pro or other database software
Experience taking clear and detailed notes and preparing for distribution
Experience monitoring budget expenditures and drafting budget reports
Experience collaborating with remote team members
Knowledge of state public disclosure regulations
Understanding of state compliance regulations as related to purchasing, travel, contracts, and meetings
The annual compensation for the position is $41,200 – $51,500 per year and will depend upon experience, educational background, and qualifications. Washington State has a generous benefit package including health, dental, and life insurance, retirement, and an optional deferred compensation program. Please go to the following websites for benefit information; for information regarding health benefits and for retirement plan information. This position serves at the pleasure of the Superintendent and is civil service exempt.
Application Process
Those interested in this position may apply by submitting a letter of interest specifically addressing the qualifications listed in this announcement, a current resume, and a list of five or more personal and professional references. The following optional forms may be submitted along with your application packet: Affirmative Action Information Form
Information Systems Questionnaire
Please send all the application materials to:
Theresa Ellsworth, Human Resources
Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6066;
Electronic application packages are encouraged and should be sent in MS Word and PDF format