Administrative Assistant III (Center for Education Quality)

Post Date: July 17, 2020

The Washington Education Association is seeking applicants for the position noted above. This position is currently available to internal and external applicants.

To be considered for this position the following documents are required:

  • Cover letter
  • Updated résumé reflecting qualifications for this position
  • Signed WEA application form
  • List of three (3) references (including names, email addresses, telephone numbers and relationship to applicant)

Washington Education Association application forms are required and may be obtained by selecting Online Application located at the end of this document or by emailing Manny Bosser, Director of Human Resources at mbosser@washingtonea.org.

The deadline for receipt of cover letter, resumé, signed application and list of three reference (including contact information) is on or before August 1, 2020.  The preferred method of submitting your application materials is online at the link below.  However, if you are unable to submit your materials online please mail them to:

Washington Education Association
Attn:  Manny Bosser, Director of Human Resources
PO Box 9100
Federal Way, WA 98063-9100
FAX (253) 946-4726

The Washington Education Association is an equal employment opportunity employer.  It is the desire of the Washington Education Association to interview applicants from an applicant/interview pool that reflects the diversity of the greater community for each vacancy as it occurs.


Job Description – CEQ Administrative Asst. III  

Supervision:   The position will be supervised by the Center for Education Quality Director

Purpose:  To provide program, event, administrative, communication, data, team/colleague and accounting support for the Center for Education Quality.


Essential job functions and responsibilities

Duties include but are not limited to the following:

Event and program administrative support

  • Provide highly attended conference, event and meeting planning support, including pre-conference and post-conference tasks, as well as onsite and virtual, real-time activities (20 - 500+ participants)
  • Ability to make work with external vendors/partners to support meetings arrangements (identifying and finalizing complex event venues, catering), problem solve issues that arise, and communicate expectations with vendors
  • Anticipate needs and collaboratively shape program and event logistics in a fast-paced, abstract, and constantly changing work environment
  • Approach work with strong organizational skills and attention to detail in order to meet multiple, often quickly moving deadlines
  • Successfully, collaboratively, and efficiently organize/prioritize multiple assignments, demonstrate flexibility in a positive, productive manner, and identify needs for additional support
  • Approach work with a member-focused attitude and strong customer service skills
  • Demonstrate professionalism in carrying out multiple responsibilities in a calm, collaborative and efficient manner under pressure
  • Provide member, committee and colleague support related to compliance, and reporting requirements such as continuing education hours and participant transcripts the WEA Clock Hour (continuing education) program in compliance with state clock hour regulations, including participant clock hour transcripts and the WEA Professional Development Network

Collaboration and communication

  • Strong interpersonal skills and successful experience working with a variety of different working styles and collaborating on a large number of multi-layered projects with abstract parameters, including experience working with and supporting highly diverse members, trainers/training teams, and staff colleagues
  • Must support and maintain relations with outside agencies and organizations for purposes of ongoing communications, large-scale data and accounting projects, joint training, and/or large-scale conference planning (20 - 500+) using a variety of online registration systems
  • Ability to work with a cross-trained, interdependent staff team, assisting others and reaching out for support when needed
  • Use strong and professional communication skills to compose both internal and member communications (email correspondence, e-newsletters, promotional flyers, web content)
  • Provide administrative support by preparing, reviewing, coordinating, and distributing/submitting documents and reports
  • Proofread a variety of written materials for typographical, grammatical, and stylistic errors
  • Work cooperatively with colleagues across centers and UniServ Councils to assure work is coordinated and completed

Administrative and accounting support

  • Analyze and prepare time-sensitive invoices, bills and vouchers accurately for payment
  • Validate and verify for proper authorization, account number coding, and supporting documentation to comply with policy; when necessary, perform statement and account reconciliations, and resolve outstanding amounts/discrepancies
  • Reconcile, track and project expenditures using Microsoft Excel (or comparable) cost modeling spreadsheets, reproduce accounting reports for center colleagues, and perform other clerical accounting duties
  • Utilize word processing, spreadsheets, mail systems, desktop publishing software, the internet/intranet, team sites/shared drives and messaging platforms to produce a variety of correspondence, articles, materials, calendars, and other documents
  • Expertise using the appropriate Microsoft Office Suite and Adobe (Creative Cloud) tools to execute a variety of administrative and accounting functions
  • Other duties as assigned

Program data

  • Assist in meeting program-related grant application requirements, benchmarks, and timelines associated with grants; financially track agency, non-profit and foundation grants
  • Ability to locate, retrieve, cross-reference, and assess reliability of a wide variety of information both internally and externally, including reconciliation of participant and event lists originating from various sources
  • Understanding of and experience working Understand and work with relational databases
  • Ability to utilize and assist with on-line virtual meetings, conferencing and collaboration platforms, and Learning Management Systems (LMS) such as: Zoom, Microsoft Teams, Canvas, or other similar platforms and pull, coordinate and report on data from these tools

Minimum job requirements

  • Successful in-person and virtual experience collaborating with several program  various teams groups to execute small-to-large-scale conferences ranging from 20-500+ participants using various online tools, data programs and registration systems
  • Bookkeeping and accounting experience using computerized accounting system and demonstrated knowledge of general accounting principles and auditing procedures
  • Two (2) years of administrative assistant/ office secretarial or related work
  • Proficiency in entering data quickly with a high degree of accuracy; proficiency in using programs and spreadsheets, with emphasis on the Microsoft Office Suite and Office 365 (Microsoft Excel, PowerPoint and Word, Teams, SharePoint, and OneDrive) 
  • Ability to manage a relational database (sort, import/export and reconcile) relational data
  • Strong organizational skills including ability to perform a high volume of numerical detail work with speed and accuracy for the purpose of reporting metrics
  • Ability to work some weekends and evenings
  • Must be able to travel to provide onsite event/conference support within Washington state, which may require overnight stays
  • Ability to successfully work with, learn from, communicate with, and support diverse individuals and groups
  • Must be an energetic self-starter with the ability to work well in a team environment, as well as independently
  • Demonstrated history of success working with communities of color or with other historically under-represented groups and/or the ability to understand the relevance and importance of diversity, equity and inclusion internally and in public education
  • Demonstrated ability to keep information confidential
  • Must be able to develop and maintain cooperative, productive workplace relationships
  • High school graduate or GED equivalent
  • Ability to lift up to 40 lbs.
  • Synthesize multiple instructions with the ability to plan, organize and complete a variety of assignments
  • Demonstrate initiative and ability to effectively handle multiple assignments and be flexible with changing priorities 
  • Maintain professional work habits of punctuality and attendance
  • Pay strong attention to details; highly detail-oriented
  • Proven proofreading, spelling, and grammar skills
  • Ability to type a minimum of 50 wpm with a high degree of accuracy
  • Proven experience and proficiency in the use of Microsoft Office Suite, Adobe (Creative Cloud) tools and other industry-appropriate software and hardware
  • Ability to learn a new membership data system (NEA360)  organization-specific deployment of data and technology systems and applications
  • Must support and advance the WEA mission, goals, core values and priorities

Preferred job requirements

  • Two or four-year degree
  • General Ledger accounting experience
  • Experience with current web content management systems, and the ability to learn new platforms quickly to update program and center website content
  • Technical writing experience
  • Experience with customized databases
  • Experience in public education, unions or related employment

Salary range and benefits

Annual salary range:

  • $62,225 to $88,761
  • $64,092 to $91,420 effective September 1, 2020.

Benefits:

  • Employer-paid medical, dental, vision and life insurance
  • Generous sick & vacation leaves (PTO)
  • Long-term disability
  • Defined Contribution plan – 401(k)
  • Position covered by the WEA/WEASO Collective Bargaining Agreement

Application procedure and references

In order to be considered for this position, a completed and signed WEA application form, resume, cover letter and a list of three (3) references (including names, email addresses, phone numbers and relationship to applicant), must be submitted to WEA Human Resources on or before August 1, 2020.  Use of the online application process is encouraged.

Important Note:  When submitting your application materials online, select “Save as Draft” until you have all materials together and ready to be attached and uploaded – i.e., cover letter, resume and list of three professional references.  This will ensure your application materials remain together as a single submission.

Online Application