Administrative Assistant III : Washington

Washington Education Association
 

Administrative Assistant III
Temporary 1-Yr. position

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
• List of three (3) professional references (including contact information)

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 list of three references is on or before April 1, 2019. If you do not submit your materials online (preferred method), please email, fax, or mail application materials 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 – Administrative Assistant III – Temporary 1-Yr. position

Supervision: The position will be supervised by the Center for Education Quality—Professional Practice Director.

Purpose: To provide program, administrative, communication, data, team/colleague and accounting support across multiple WEA centers.

Essential Job Functions and Responsibilities

Duties include but are not limited to the following:

• Program and event administrative support
• Approach work with strong organizational skills and attention to detail in order to meet multiple deadlines.
• Anticipate needs and shape program and event logistics in a fast-paced, constantly changing work environment. Responsible for printing and preparation of event materials, coordination of trainers, and all post-conference work.
• Position requires the incumbent to remain at the meeting site for the purpose of providing colleague/attendee/trainer support for the duration of the event – from set-up and registration through break-down and clean-up.
• 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.
• 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.

Collaboration and Communication

• Strong interpersonal skills, including experience in 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 projects, joint training, and/or conference planning.
• 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).
• 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.

Program Data

• Ability to locate, retrieve, cross-reference, and assess reliability of a wide variety of information on the internet.
• Understanding of and experience working with relational databases.

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.
• Use word processing, spreadsheets, mail systems, desktop publishing software, and the internet/intranet to produce a variety of correspondence, articles, materials, calendars and other documents.
• 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
• Must have a valid Washington Driver’s License, possess a satisfactory driving record and have a dependable automobile for Association travel
• 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; the ability to understand the relevance and importance of diversity, equity and inclusion internally and in public education
• 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.
• Ability to manage, sort, import and reconcile relational data
• 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
• 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
• Comprehend multiple instructions with the ability to plan, organize and complete a variety of assignments
• Demonstrate initiative and the 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 colleagues 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; be 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 and other industry-appropriate software and hardware
• Ability to learn a new Salesforce-based membership data system (NEA360)
• 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
• 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: – $60,413 to $86,173

Benefits:

• Employer-paid medical, dental, vision and life insurance
• Generous sick & vacation leaves (PTO)
• Long-term disability
• Defined Contribution plan (401(k) (w/employer contribution)
• 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 resume, cover letter and a list of three (3) professional references (including contact information for each), must be submitted to WEA Human Resources on or before April 1, 2019. Use of the online application process is strongly 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 a list of three professional references. This will ensure your application materials remain together as a single submission.

ONLINE APPLICATION

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