Administrative Assistant 3 - Child Nutrition Services

Description --------------- GENERAL SERVICE JOB ANNOUNCEMENT Administrative Assistant 3 – Child Nutrition Services $48,048 – $64,512 annually (Project Position to 12/31/2026\) This recruitment may be used to fill multiple vacancies. Recruitment closes October 2,2026 The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 3 in our Child Nutrition Services division. This full\-time permanent position is based in Olympia, Washington. During onboarding you will be required to be in\-person five (5\) days a week. After onboarding, this position requires at least 3 days a week in office and up to 2 telework days. Telework is a combination of in\-building and off\-site days. We encourage interested candidates to visit the OSPI websiteto 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 Child Nutrition Services (CNS) is a division of OSPI that assists school districts and other institutions in providing quality nutrition programs that promote life\-long healthful living while providing nutritious meals each day that prepare children for learning. Working with the USDA, CNS manages multiple USDA regulated programs such as National School Lunch Program, Afterschool Snack Program, Seamless Summer Option, Special Milk Program, Farm to Child Nutrition Programs, Child and Adult Care Programs and more. Visit the Child Nutrition Services website to learn more. CNS is one of the largest divisions at OSPI with a staff of almost 60 and a support team of 5\. Our specialists travel throughout Washington state to observe meal service and ensure sponsors are complying with USDA regulations. CNS is a great place to work and has several initiatives to help create a great working environment, including: We are a passionate and fun group that is dedicated to supporting our programs to provide nutritious meals to children and adults in Washington state. AA3 positions in CNS provide daily communication and administrative support to internal staff and customers. These positions work under general direction of the program directors and provides support to program staff and customers. This position collaborates with other members of CNS to contribute to the overall success of the CNS team. Key Responsibilities Administrative Support to Director/Department: Keep supervisor apprised of urgent, confidential, \& sensitive/confidential situations Process mail Meet 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 (mail 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. Fiscal Support for Travel, Purchasing, Contracts, Grants, and Budget in accordance with State (SAAM), Federal, and Agency Policy: Travel Support Prepare \& maintain travel requests, process travel reimbursement, expense vouchers, registration purchase requests, stay current on state \& agency policies and procedures Monitor travel requests and reimbursements throughout the process, collaborate with agency staff as needed to get paperwork completed, approved, and finalized Purchasing Support Track, prepare, and manage Purchase Requests Contract Support Draft, format, edit, submit, monitor, and pay invoices Grant Support Draft, edit, and submit requests, track deliverables and expenditures, and draft reports Fiscal Support Process invoices Monitor and track program budget and provide expenditure estimates and/or updates as necessary Meeting \& Event Coordination and Support: Schedule in\-person or virtual 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 \& 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 Communications Support 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) Records Management Conducts \& ensures compliance with paper/electronic retention \& archiving requirements Provide support for public records requests Other Duties as Assigned Support Human Resource activities (recruitments, personnel action requests, hiring requests, Evaluation and Expectations) Provide coverage for other departments/divisions as needed. 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 Must reside in the state of Washington Limited travel to attend meetings, trainings, events (minimal overnight stay) This position may be eligible for partial telework up two (2\) days per week after the initial onboarding period which is dependent on the successful candidate. Preferred/Desired: Experience with Microsoft Office Suite. Experience working with budgets. Intermediate level experience with Excel (formulas, pivot tables, etc.) Experience with programs/software such as SharePoint, GovDelivery, pdEnroller, Canvas, Alchemer, GoToMeeting, and EGMS. Experience preparing and maintaining travel requests for a State Agency. Understanding of state compliance regulations as it relates to travel, purchasing, contracts, grants, and budgets. Experience coordinating in\-person and virtual trainings. Experience with file maintenance, record retention, and organization. Experience multi\-tasking, prioritizing work for self and others, and handling short deadlines and high\-pressure situations. Ability to work effectively as a team member. Compensation The annual compensation for the position is $48,048 – $64,512 annually 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 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: 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. 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