Administrative Assistant - Child Nutrition Services

Administrative Assistant 3 – Child Nutrition Services (Temporary)

Position Overview – 1‑year project, full‑time, based in Olympia, Washington. Onboarding requires five (5) in‑person days per week; thereafter the role requires at least three in‑office days and up to two telework days.

OSPI is the primary agency overseeing public K‑12 education in Washington. This support role assists the Child Nutrition Services division in providing quality nutrition programs to districts, schools, and other institutions.

• Administrative Support to Director/Department
  • Keeps supervisor apprised of urgent, confidential situations
  • Processes mail
  • Coordinates team schedules and prioritizes workload
  • Maintains office databases, distribution lists, and filing systems
  • Performs complex word processing tasks (merging, sorting, integrating text with graphics)
  • Maintains office/inventory supplies and tracks inventory
  • Provides front‑desk support and receptionist duties
  • Reports on work assignments and project status
  • Maintains calendars and scheduling
  • Ensures compliance with state, federal, and agency policy and procedure
  • Engages in independent and collaborative professional development opportunities, including DEIB learning
• Meeting & Event Coordination and Support
  • Schedules meetings, records minutes, compiles and distributes documents, and takes notes
  • Sets up on‑site meeting/event registration, technology support, document distribution, and customer support
  • Prepares meeting documents (expense forms, committee and consultant forms, notices, agendas, PowerPoint, etc.)
  • Schedules and reserves meeting and conference rooms and venues
  • Manages travel reservations (plane, car, hotel, etc.)
  • Sets up virtual meetings, supports breakout rooms, polls, chats, posting materials, and closed captioning
• Communications Support
  • Creates and supports surveys
  • Reviews and verifies all materials (forms, presentations, etc.) to ensure ADA compliance
  • Responds to phone calls and emails and provides program information and technical
  • Composes correspondence, bulletins, and other official communications in accordance with agency standards
  • Monitors and updates program/department website and intranet (draft content, submit requests, review updates and corrections)
• Records Management
  • Conducts and ensures compliance with paper and electronic retention and archiving requirements
  • Provides support for public records requests
• Fiscal Support for Travel, Purchasing, Contracts, Grants, and Budget
  • Travel Support – Prepares and maintains travel requests, processes reimbursements, manages expense vouchers, and stays current on policy and procedures
  • Purchase Support – Drafts, formats, edits, submits, monitors, and pays invoices
  • Grant Support – Drafts, edits, submits requests, tracks deliverables and expenditures, and drafts reports
  • Budget Support – Processes invoices, monitors, tracks program budget, and provides expenditure estimates and updates as necessary
• Other Duties as Assigned
  • Supports Human Resource activities (recruitments, personnel action requests, hiring requests, evaluation, and expectations)
  • Provides coverage for other departments/divisions as needed

• High school graduation or GED equivalent AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills OR
  • Associate’s degree AND two (2) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills OR
    • Bachelor’s degree AND one (1) year of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative skills
• 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/Desired Qualifications

• Experience working with budgets.
• Intermediate level formulas, pivot tables, and Excel experience.
• Experience with Microsoft Office Suite.
• Experience with or ability to learn new programs/software such as SharePoint, Gov Delivery, PdEnroller, Moodle, Alchemer, Go To Meeting , and iGrants.
• Understanding of state…