Administrative Assistant 3 - Pathway Preparation & Title Program

Administrative Assistant 3 - Pathway Preparation & Title Program

Salary

$48,048.00 - $64,512.00 Annually

Location

Thurston County - Olympia, WA

Job Type

Project (limited duration)

Remote Employment

Flexible/Hybrid

Job Number

2026-07074

Department

Office of Superintendent of Public Instruction

Division

Pathway Preparation and Title Programs

Opening Date

08/24/2026

Closing Date

8/28/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

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

OSPI is the primary agency charged with overseeing public K-12 education in Washington state. Working with the states 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

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

This position will provide essential administrative support across the Pathway Preparation and Title Programs division and agency as needed. The following list includes some of the primary responsibilities of this position:

• 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 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.

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 Resources

Office of Superintendent of Public Instruction

600 Washington Street Southeast

Olympia, Washington 98504-7200

360-725-6278: sal.salazar@k12.wa.us

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 hroffice@k12.wa.us.

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."

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. Thats 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

01

Please select the answer that best describes your education and experience.

• 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 associates 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

02

Please describe your level of proficiency in Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint.

• I have 5+ years experience using all listed MS Office applications daily in a professional setting; advanced features (e.g., pivot tables, formulas, mail merges, slide design).
• I have 3-5 years experience using all applications with intermediate proficiency.
• I have 1-3 years experience using some applications (at least 2) at a basic level.
• I have less than 1 year of occasional use in school or entry-level roles.
• None of the above

03

Please describe your experience providing administrative support to two or more individuals concurrently.

• I have 3+ years of experience supporting two or more people concurrently with a variety of administrative tasks and responsibilities.
• I have 2 years of experience supporting two or more people concurrently with a variety of administrative tasks and responsibilities.
• I have 1 year of experience supporting two or more people concurrently with a variety of administrative tasks and responsibilities.
• I have limited experience providing administrative support to two or more individuals simultaneously.
• None of the above

04

Did you attach the required documents (cover letter, resume, list of references)?

• Yes
• No

05

How did you hear about this job opportunity?

• Careers.wa.gov
• OSPI Jobs Page
• Linkedin
• Facebook
• OSPI Employee Referral
• Military Outreach Event
• Career Fair
• Other

06

Do you currently have a relative working in our agency?

07

Are you currently an employee at the Office of Superintendent of Public Instruction (OSPI)?

• Yes
• No

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov