CEQ Administrative Assistant III : Washington

Washington Education Association

CEQ Administrative Assistant III

Based in Federal Way, WA

The Washington Education Association is seeking applicants for the position noted above. A job description is included on the following pages. 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
• Three (3) written professional references

Washington Education Association application forms are required and may be obtained by selecting Online Application located at the end of this document or, at the Washington Education Association located at 32032 Weyerhaeuser Way South, Federal Way, WA 98001 or, by calling Human Resources at 253-765-7002 or 1-800-622-3393, extension 7002.

The deadline for receipt of cover letter, résumé, signed application and written references is on or before January 16, 2019. If you do not submit your materials online, please email, fax, or mail applications to:

Washington Education Association
Attn: Karen Knight, Human Resource Generalist / Human Resources
PO Box 9100
Federal Way, WA 98063-9100
DIRECT (253) 765-7002
FAX (253) 946-4726
Email: kknight@washingtonea.org

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-Professional Practice Director.

Purpose: To provide program, accounting, administrative, data, team, and clerical support for the Center for Education Quality – Professional Practice.

Essential Job Functions and Responsibilities
Duties include but are not limited to the following:

• Approach work with strong organizational skills and attention to detail in order to meet multiple deadlines.
• Successfully and efficiently organize/prioritize multiple assignments, demonstrate flexibility in a positive, productive manner, and identify needs for additional support.
• Demonstrate professionalism in carrying out multiple responsibilities in a calm, self-directed and efficient manner under pressure.
• Strong interpersonal skills, including experience in working with and supporting members/customers, trainers/training teams, and staff colleagues. Must support and maintain relations with outside agencies and organizations for purposes of ongoing communications, large-scale data projects, joint training, and/or conference planning.
• Provide highly attended conference, event and meeting planning support, including pre-conference and post-conference tasks as well as onsite activities.
• Ability to make meeting arrangements (identifying and finalizing complex event venues, catering), problem solve issues that arise, and communicate expectations with vendors.
• Assist in meeting grant application requirements, benchmarks, and timelines associated with grants; financially track agency, non-profit and foundation grants.
• Analyze and prepare time-sensitive bills, invoices and vouchers accurately for payment.
• Anticipate needs and shape program and event logistics in a fast-paced, constantly changing work environment.
• Ability to work with a cross-trained, interdependent staff team, assisting others and reaching out for support when needed.
• Use strong and professional communications skills to compose member communications (email correspondence, e-newsletters, promotional flyers, web content).
• 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 cost modeling spreadsheets, reproduce accounting reports for center colleagues, and perform other clerical accounting duties.
• Experience with current web content management systems, and the ability to learn new platforms quickly to update program and center website content.
• Ability to locate, retrieve, cross-reference, and assess reliability of a wide variety of information on the internet.
• Ability to retrieve, sort, maintain and coordinate extensive data sets from multiple database platforms, including large-scale member data sets in MS Access.
• Provide member, committee and colleague support related to the WEA Clock Hour program in compliance with state clock hour regulations, including participant clock hour transcripts and the WEA Professional Development Network.
• Utilize word processing, spreadsheets, mail systems, desktop publishing software, and Internet/Intranet access to produce a variety of correspondence, articles, materials, calendars and other documents.
• Provide administrative support by preparing, proofreading, coordinating, and distributing/submitting documents and reports.
• Proofread a variety of written materials for typographical, grammatical and stylistic errors.
• Other duties as assigned.

Minimum job requirements

• Ability to work some weekends and evenings
• Must be able to travel to provide onsite event/conference support within Washington state
• Ability to keep information confidential
• Ability to successfully work with, learn from, communicate with and support diverse individuals and groups
• Must be able to develop and maintain cooperative, productive workplace relationships
• High school graduate or GED equivalent
• Ability to lift up to 40 lbs.
• Ability to manage, sort, import and reconcile complex data sets within MS Access
• Bookkeeping and accounting experience using computerized accounting system and demonstrated knowledge of general accounting principles and auditing procedures
• Two (2) years of office secretarial/administrative assistant or related work
• Proficient entering data quickly with a high degree of accuracy; proficient using programs and spreadsheets, with particular emphasis on Microsoft Excel, Power Point and Word
• Energetic self-starter with the ability to work well in a team environment, as well as independently
• Comprehend 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
• Strong organizational skills including ability to perform a high volume of numerical detail work with speed and accuracy
• Work cooperatively with other associate staff across centers and UniServ Councils to assure work is coordinated and completed
• 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
• Ability to operate standard office equipment including 10-key by touch with speed and accuracy
• Proven experience and proficiency in the use of Microsoft Office Suite and other industry-appropriate software and hardware
• Ability to learn a new membership data system (NEA360)
• Demonstrated knowledge of secretarial and office administration procedures
• Must support and advance the WEA mission, goals, core values and priorities

Preferred job requirements

• Two or four-year degree
• General Ledger accounting experience
• Web design experience
• Technical writing experience
• Experience with customized databases
• Experience in public education, unions or related employment

Salary range and benefits
Annual salary range: Level 3 – $60,413 to $86,173

Benefits:

• Employer-paid medical, dental, vision and life insurance
• Generous sick & vacation leaves (PTO)
• Long-term disability
• Defined Benefit and Defined Contribution plans
• 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 including résumé, cover letter and three (3) letters of reference from individuals who have knowledge of the applicant’s professional background and work experience, must be submitted to WEA Human Resources on or before January 16, 2019. 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, résumé and three professional references. This will ensure your application materials remain together as a single submission.

ONLINE APPLICATION

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