Executive Assistant - Charter School Commission

EXEMPT JOB ANNOUNCEMENT

Executive Assistant - Washington State Charter School Commission

Salary:  $64,000 - $84,000

Closes September 17,2024

The Washington Charter School Commission (Commission) is seeking a mission-aligned and detail-oriented team member to join the team as the Executive Assistant.   This critical and innovative full-time position is based in Olympia, Washington, with the option of a hybrid work environment. Interested candidates are encouraged to visit the Commission's website (www.charterschool.wa.gov) to gain insight into the agency's mission and strategic plan.

Vision

Foster innovation and ensure excellence so that every student has access to and thrives in a high-quality public school.

Agency Overview

The Commission is an independent state agency whose mission is to authorize high-quality public charter schools throughout the state, especially schools that are designed to expand opportunities for systemically marginalized students, and to ensure the highest standards of accountability and oversight for these schools. The Commission leads the charter school application process, manages authorization and oversight, and provides support services to Washington state charter public schools.

The 11-member Commission and its staff are committed to closing opportunity gaps between the state's most and least privileged groups of students within the educational system. The Commission has a moral obligation and legal obligation to cultivate charter schools where socio-economic status and protected groups status such as race, gender, language, sexual orientation, national origin, and disability cease to be a predictor of academic and life outcomes. Educational equity benefits all students and our entire community.

Key Responsibilities

The Executive Assistant will provide confidential administrative support to the Commission's Executive Director, the Commission members and staff.  The Executive Assistant provides comprehensive support to the Executive Director for administrative tasks and responsibilities, external communication and scheduling in support of the Commission's work.

Responsibilities include, but are not limited to:

• Act as the Executive Director's liaison, responding to phone and email inquiries from agency partners and staff, parents, community partners and other state agencies about the Commission.

• Coordinate and manage office operations

• Provide information related to planning, organizing and operating the Commission office

• Purchase office supplies, manage inventory and reporting. Understand and keep apprised of procurement and purchasing rules and regulations.

• Assure the Executive Director and staff are fully prepared or updated before and after scheduled meetings on matters to be considered

• Provide calendar management support to the Executive Director and Commission members.

• Organize and maintain program records in accordance with the Public Records Act. Coordinate filing systems and archiving of key documents in accordance with state regulations. Manage public records requests for the agency.

• Act as agency coordinator for Human Resources with regard to hiring, paperwork flow and processes.

• Coordinate the planning and organizing of in-person and virtual meetings, workshops, and conferences for the Commission, including:

• Pursuing and securing venues for future Board meetings, within state fiscal guidelines and in consideration of Commission needs and preferences; 

• Making travel arrangements for Executive Director, staff, and Commission members including itineraries, preparing meeting authorizations / travel authorization, and processing reimbursements;

• Arranging for the meeting facility, catering, equipment and member / staff accommodations;

• Preparing and distributing meeting packets and materials; responsible for quality control and publishing of meeting materials online and hardcopy

• Responsibility for ensuring all public comment to the Commission is delivered according to published timelines

• Developing and disseminating public meeting notices, developing the yearly calendar, coordinating and composing the meeting agenda and establishing timelines;

• Recording, transcribing, and distributing minutes

• Preparing and completing meeting expense forms

• Writing and communication

• Develop and edit program bulletins and memos, newsletters, web pages, the Commission's website, reports (surveys, program evaluations, legislative reports, staffing papers, etc.) and other publications.  Ensure documents are successfully routed through the agency for approval prior to publishing.

• Perform complex tasks such as mail/merge and sorting, integrating text with graphics; use spreadsheet and database software to develop and maintain records, prepare complex spreadsheets involving the development of formulas; use of presentation software such as PowerPoint to combine files to create reports, use graphics software and recommends appropriate display of information.

• Serve as the agency's Rulemaking Coordinator

• Support fiscal operations and management

• Review and monitor program budgets, expenditure tracking, and estimates of operating expenses. Draft, review and monitor program contracts with external consultants and vendors.

• Manage fiscal documents, purchasing requisitions, and contracts through the approval process.

Required Qualifications

• At least five (5) years of progressively responsible experience in office/administrative work, with two (2) or more years supporting a director or executive level administrator

In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Strong customer service, problem-solving, flexible thinking, and troubleshooting skills needed for success in a small agency setting

• Strong time and resource management skills, demonstrated ability to work on multiple projects concurrently, prioritize and plan work for others, handle short deadlines.

• Strong writing skills and command of grammar, punctuation, composition, editing rules, formatting and proofreading

• Experience drafting, formatting, and editing documents, presentations, publications or reports

• Proficiency in all Microsoft Office applications, and the ability and desire to learn new software applications as needed.

• Support of the agency's commitment to equity as outlined in its equity policy https://charterschool.wa.gov/about-us/policy/equity/ including using equity in decision-making and actively participating in professional development on cultural responsiveness and equity analysis.

• Experience monitoring budgets and expenditures.

• Knowledge and experience in uploading information/documents and maintaining website.

• Ability to work a varied schedule, which may include evenings, weekends and travel to Commission meetings across Washington state approximately eight times per year.

• Valid driver's license

• Pass a Washington State Patrol background check

Desired Qualifications

• Bachelor's degree or equivalent experience in business administration, public administration, or a closely aligned field.

• Knowledge of state agency contracting, purchasing, travel and meeting regulations and processes

• Washington State government or school district/charter school experience

• Experience working with elected/appointed officials

• Knowledge of state rule making processes and procedures

• Understanding of the Open Public Meeting Act and public disclosure laws and regulations

Compensation

The annual compensation for the position is $64,000 - $84,000 per year and will depend upon experience, educational background, and qualifications. Washington State has a generous benefit package including health, dental, and life insurance, retirement, and an optional deferred compensation program. Please go to the following websites for benefit information; www.hca.wa.gov for information regarding health benefits and www.drs.wa.gov for retirement plan information.  This position serves at the pleasure of the Executive Director and is civil service exempt.

APPLICATION PROCESS

Those interested must apply through Careers. 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 resume, 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, WA  98504-7200

360-725-6278, or sal.salazar@k12.wa.us

Washington Charter School Commission 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.   Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at 360-725-6271, or email hroffice@k12.wa.us .