NEOGOV · 1 day ago
Administrative Assistant 4 - Teaching, Learning, & School Improvement
Thurston County – Olympia, WA
Full-time
Hybrid
Mid Level
$55K/yr - $73K/yr
4+ years expThe Washington State Office of Superintendent of Public Instruction (OSPI) is looking for an Administrative Assistant 4 to join their team. This role involves providing essential administrative support to ensure smooth operations within the Teaching, Learning, & School Improvement division, including calendar management, meeting coordination, and fiscal support.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Keeps Supervisor Apprised of Urgent, Confidential & Sensitive/Confidential Situations
Process Mail
Meets With Team Regularly to Prioritize Workload & Tasks & Coordinate Schedules
Create or Maintain Office Databases, distribution lists, and/or other filing systems
Performs Complex Word Processing Tasks (Merging, Sorting, Integrating Text w/Graphics)
Maintain Office/Inventory Supplies/Track
Receptionist/Front Desk Support
Reports on Work Assignments/Project Status Information
Maintains Calendars & Scheduling
Ensure compliance & process requests in accordance with state, federal & agency policy & procedure
Engages in independent and collaborative professional development opportunities to include DEIB learning as directed by the department and division, other mandatory trainings, etc
Monitor inbox for program/supervisor, responding when appropriate or forwarding to appropriate individual
Direct and/or coordinate the Educator Awards program for TLSI and support and provide assistance and/or manage agency educator award programs
Schedule Meetings, Record Minutes/Compile & Distribute & Take Notes
Meeting/Event on-site setup, registration, technology support, document distribution, customer support
Prepare Meeting Documents (Expense Forms, Committee/Consultant Forms, Notices, Agendas, PowerPoint, Etc.)
Schedules & Reserves Meeting, Event, & Conference locations (Rooms, Venues, Etc.)
Travel reservations (plane, car, hotel, etc.)
Virtual Meeting-Set Up, Support, Break Out Rooms, Polls, chats, posting materials, Etc
Utilize Software for Closed Captioning
PdEnroller and clock hour processing (creating, monitoring, updating, and awarding hours)
Facilitate meetings on behalf of program
Create & Support Surveys
Review & Verify All Materials (Forms, Presentations Etc.) to Agency Standards and Ensure ADA Compliance
Respond to Phone Calls & Emails and provide program information and technical assistance
Compose Correspondence, Bulletins & Other Official Communications in accordance with Agency Standards
Monitor and/or Updates Program/Department Website/Intranet (draft content, submit requests, review for updates/corrections)
Use GovDelivery/Other for mass correspondence
Graphic design support for newsletters, publications, documents, etc
Conducts & Ensures Compliance with Paper/Electronic Retention & Archiving requirements
Provide support for Public Records Requests
Act as program contact and liaison regarding records issues and/or public records requests
Maintain Data Sharing Agreement Records, Including Timeline Management for Renewal &/or Contract Conclusion
Prepare & maintain travel requests, process travel reimbursement, expense vouchers, registration purchase requests, stay current on state & agency policy & procedures
Monitor travel requests and reimbursements throughout the process, collaborate with agency staff as needed to get paperwork completed, approved and finalized
Prepare and manage Purchase Requests
Process invoices
Monitor, track program budget and provide expenditure estimates and/or updates as necessary
Support Human Resource activities (recruitments, personnel action requests, hiring requests, Evaluation and Expectations)
Provide coverage for other departments/divisions as needed
Qualification
Required
High School graduation or GED and Four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work
Associates degree 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
Bachelor's degree AND two (2) years of experience in utilizing organizational skills in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills or 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
Preferred
Proficient with Microsoft Office Suite, especially Microsoft Outlook, Word, and PowerPoint
Experience with calendar management, especially supporting supervisory positions
Experience in event management and coordination
Benefits
Health, dental and life insurance
Tuition assistance policy
Infant at Work Program
Flexible/alternative work schedules
Mobile and telework options
Medical flexible spending account
Dependent care assistance
Washington State Employee Assistance Program
Washington Public Employees' Retirement System (PERS)
Deferred Compensation Program
Public Service Loan Forgiveness
Paid holidays
Sick leave
Vacation leave
Military leave
Bereavement leave
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
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