Administrative Assistant 3 - Professional Certification
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Apply to Administrative Assistant 3 - Professional Certification at State of WashingtonJob details
- Location
- Olympia, Washington
- Work type
- Hybrid
- Compensation
- $48,048 - $64,512/yr
- Posted
- yesterday
- Apply on
- governmentjobs.com
About this role
About the Department
GENERAL SERVICE
JOB ANNOUNCEMENT
Administrative Assistant 3 - Professional Certification
$48,048—$64,512 annually
Closes August 13,2026
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 3 position within the Professional Certification Department. 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. During your training period you will be required to be in the office 5 days per week. After you’ve completed your initial training, you may have the option to work from home 2 days a week on a flexible telework schedule. While we’re happy to offer this balance of in-office connections and telework flexibility, this isn’t a fully remote position. We encourage interested candidates to visit the OSPI website to gain insight into our agency.
About OSPI and our initiatives
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, 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 will provide essential administrative support to the Teaching, Learning, & School Improvement division. Administrative duties may include providing support for specific teams or agency wide as needed. The objective of this position is to provide essential administrative support to ensure smooth and efficient operations. This role involves independently performing comprehensive, complex administrative duties, including planning, organizing, and prioritizing work to meet internal and external deadlines. Responsibilities typically include, but are not limited to, calendar management; editing and formatting complex Word documents; coordinating meeting logistics; travel arrangements and support; purchasing; compiling reports and data; coordinating office operations; and providing additional support as needed for budget, contracts, website updates, and ADA compliance.
Key Responsibilities
Administrative Support to Director/Department
- Keeping supervisor apprised of urgent, confidential, and sensitive situations.
- Processing mail
- Meeting with the team regularly to review workload, prioritize tasks, and coordinate schedules.
- Creating or maintaining office databases, distribution lists, and filing systems.
- Performing complex word processing tasks (merging, sorting, integrating text with graphics).
- Tracking and maintaining office supplies.
- Reporting on work assignments and project status.
- Maintaining calendars and scheduling.
- Ensuring compliance with and processing requests in accordance with state, federal, and agency policies and procedures.
- Engaging in independent and collaborative professional development opportunities to include diversity, equity, inclusion, and belonging (DEIB) learning as directed by the department and division, as well as other mandatory trainings.
Fiscal Support - Travel, Purchasing, Contracts, Grants, Budget in accordance with state (SAAM), federal, and agency policy.
Travel support
- Preparing and maintaining travel requests, processing travel reimbursements, and registration purchase requests. Staying current on state and agency policies and procedures.
- Monitoring travel requests and reimbursements throughout the process and collaborating with agency staff as needed to get paperwork completed, approved, and finalized.
- Preparing and managing purchase requests.
Contract support
Drafting, formatting, editing, submitting, monitoring, and paying invoices.
Grant support
Drafting, editing, and submitting requests, tracking deliverables and expenditures, and drafting reports.
Fiscal support
- Processing invoices.
- Monitoring program budget(s) and providing expenditure estimates and updates as necessary.
Meeting/Event Coordination and Support
- Scheduling meetings, taking notes, and distributing information.
- Providing on-site setup, registration, technology support, document distribution, and customer support.
- Preparing meeting documents (expense forms, committee/consultant forms, notices, agendas, PowerPoint presentations, and other preparatory tasks as needed).
- Scheduling and reserving meeting and conference locations (rooms and venues).
- Making travel reservations such as plane, car, and hotel.
- Providing virtual meeting setup, support, breakout rooms, polls, chats, and posting materials.
- Utilizing software for closed captioning.
Communications Support
- Creating and supporting surveys.
- Reviewing and verifying that all public-facing materials, such as forms and presentations, conform to agency standards and ensure ADA compliance.
- Responding to phone calls and emails by providing program information and technical assistance.
- Composing correspondence, bulletins, and other official communications in accordance with agency standards.
- Monitoring and updating program and department websites by drafting content, submitting requests, and reviewing for updates and corrections.
Records Management
- Conducting and ensuring compliance with paper and electronic retention and archiving requirements.
- Providing support for teams making public records requests.
Other Duties
- Supporting Human Resources activities (recruitments, personnel action requests, hiring requests, evaluation and expectations)
- Providing coverage for other departments/divisions as needed.
- Providing front desk support on an as-needed basis.
- Other duties as assigned.
Required Qualifications:
High school graduation or GED equivalent AND Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience OR
Associates degree AND 2 years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience OR
Bachelor’s degree AND 1 year of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience
- This position requires the ability to attend mandatory in-person meetings, trainings, or events that may be additional in-person days outside of approved telework agreement
Desired Qualifications:
- Proficient with Microsoft Office Suite, especially Microsoft Outlook, Word, Excel, 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, depending on 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 or PDF format:
- A letter of interest specifically addressing the qualifications listed in this announcement;
- A current résumé, and;
- A list of three or more professional references.
NOTE: Your resume and letter of interest must be attached to your application. Please confirm they are attached before you submit.
Please address any questions to:
Sal Salazar, Human ResourcesOffice of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
360-725-6278: [email protected]
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 [email protected].
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.”
Benefits
More than Just a Paycheck!
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.
Read about our benefits:
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.
Insurance 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.
Retirement and Deferred Compensation
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.
Social Security
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.
Public Service Loan Forgiveness
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.
Holidays
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.
Sick 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.
Vacation (Annual Leave)
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.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
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.
Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
Supplemental Questions
- I have High school graduation or GED equivalent AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience.
- I have an associate's degree AND two (2) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience.
- I have a bachelor’s degree AND one (1) year of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience.
- None of the above 0
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Yes
- No
- Careers.wa.gov
- OSPI Jobs Page
- OSPI Employee Referral
- Military Outreach Event
- Career Fair
- Other
- Yes
- No
Required Question
Agency Information
EmployerState of WashingtonAddress View Job Posting for Agency InformationView Job Posting for Location, Washington, 98504 Website http://www.careers.wa.gov