Administrative Assistant 4 - Human Resources

GENERAL SERVICE 

JOB ANNOUNCEMENT

Administrative Assistant - 4 (Human Resources) 

$47,988 - $64,440 annually 

Closes April 16,2025 

The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill Administrative Assistant - 4 (Human Resources). This full-time position is based in Olympia, Washington. This position may be eligible for partial teleworking and is required to be in the office four days a week. 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 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 a tuition assistance policy and support employees seeking tuition waiver through participating higher education organizations. 
• 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 possess 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 serves as the primary support to the Chief HR Officer and the overall Human Resource division. The Administrative Assistant 4 - (Human Resources) is a critically important leader within this division and the agency as a whole. While the position provides executive-level comprehensive administrative support to the Chief HR Officer, this position is also a key resource to the Executive Assistant and Administrative Assistant staff regarding HR processes and procedures. 

The Administrative Assistant performs complex administrative duties requiring independent judgment, maintaining confidentiality, and developing and maintaining working relationships with agency staff. The position also represents Human Resources as a member of the agency’s Executive Assistants team. 

Key Responsibilities (but are not limited to) the following:

• Providing direct, confidential, professional, executive-level administrative support to the Chief HR Officer. 
• Managing and main contact for the Chief HR Officer’s calendar, meetings, and commitments. 
• Composing, editing, and finalizing correspondence in a clear and professional manner on behalf of the Chief HR Officer to agency staff in accordance with agency and statewide executive correspondence guidelines.
• Composing, editing, and finalizing agency policies and procedures in accordance with agency guidelines. 
• Composing, editing, and finalizing agency policies and procedures in accordance with agency guidelines. 
• Keeping the Chief HR Officer apprised of matters judged urgent, confidential, and sensitive. and prioritizing situations.
• Tracking and processing protected leaves such as Family Medical Leave Act (FMLA), Paid Family Medical Leave(PFML), and Shared Leave Program leave. 
• Working closely with the Chief HR Officer to develop avenues for cross-agency collaboration, including supporting and participating in various projects and initiatives.
• Efficiently using work time, exhibiting integrity and honesty, while working effectively in a diverse work environment. 
• Taking responsibility for the quality and timeliness of work and achievement of results, with little need for direct oversight.
• Maintaining, organizing, and archiving (when necessary) departmental electronic files in consultation and collaboration with the Chief HR Officer and per agency and state records retention policy.
• Serving as a contributing member of the OSPI Executive Assistants team. 
• Tracking the status of various projects and initiatives within the division and ensuring deadlines are met.
• Contributing to and maintaining a positive work environment for the division by providing customer-oriented relationships with OSPI staff.
• Maintaining an understanding of the agency’s mission and strategic goals, and the goals of the division. 
• Maintaining an understanding of agency organizational and reporting structures.
• Providing administrative support to the HR team such as correspondence, reports, fiscal requests, purchasing and contracts.
• Responding to Public Service Loan Forgiveness (PSLF) requests and verifications of employment.
• Assisting with divisional needs related to Human Resources (paperwork, recruitment support, new hire onboarding).

Required Qualifications

• High school graduation or GED.
• A minimum of four years of progressively responsible administrative experience, preferably in a public sector organization.
• A minimum of three years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• The ability to independently and proactively conduct research to respond to staff and constituent inquiries. 
• Experience and in-depth knowledge of government organizations and administrative procedures, government functions, office methods and procedures, research and data collection, and/or state and agency functional and personnel policies.
• Proficient with Microsoft Office Suite, especially MS Outlook, Word, and Excel.
• Able to proactively learn and apply learning of technology. (SharePoint, Smartsheet, etc.)

Desired Qualifications: 

• Bachelor’s degree in business administration, communication, or related field.
• Demonstrated strong knowledge of the Office of Financial Management (OFM) and State Administrative and Accounting Manual (SAAM) rules and regulations. Experience coordinating state travel and purchasing.
• Administrative experience in a professional Human Resource office.

Compensation
The annual compensation for the position is currently $47,988 - $64,440 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 and PDF format only:

• A letter of interest specifically addressing the qualifications listed in this announcement; 
• A current résumé, and;
• A list of three or more professional references.   

Please address any questions to:

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. 

Salary : $47,988 - $64,440