ESD 113- Communications Administrative Specialist

Communications Administrative Specialist

Best to apply by 4/16/2026

In order to be considered for this position you must include a Cover Letter, Resume, and a Writing Sample.

Writing Sample:

• Submit one writing sample you produced in a professional setting. This can be a newsletter article, staff communication, meeting summary, social media post, or similar document. Choose a sample that shows your ability to write clearly for a general audience. Do not submit academic papers or work that required significant editing by someone else

This is an non-exempt position, scheduled for 8 hours/day, 260 days/year: M-F.

Benefits include Medical/Vision/Dental Insurance; FSA/DCAP; Life/AD&D Insurance; LTD Insurance; EAP; Retirement; DCP; Annual Leave, Sick Leave, Holiday Pay, and Personal Leave.

Please see the job description below for a list of Essential Functions and Job Requirements.

Purpose Statement

The job of Communications Administrative Specialist is done for the purpose/s of providing a wide variety of complex, diverse, and confidential administrative and secretarial support for the smooth functioning of ESD 113's Strategy & Engagement Department and other departments as assigned.

This role supports the Executive Director - Strategy & Engagement by managing communications on a daily basis with clients, partners, and public agencies; ensuring department activities meet financial, legal, and administrative requirements; and serving as the primary point of contact to share information and resolve issues.

Work is performed with minimal supervision, requires independent thinking and the exercise of good judgment.

Essential Functions

• Compiles and monitors budget, expenditure, program, registration, and inventory data from multiple sources for the purpose of meeting legal and administrative requirements.
• Composes, edits, formats, proofreads, and distributes written materials, including letters, reports, minutes, and calendars, for the purpose of communicating information to staff, school districts, partners, and the public.
• Contributes to ESD 113's social media presence by posting content, proofreading team posts, and maintaining the social media calendar for the purpose of keeping platforms current and consistent.
• Documents meeting notes and prepares and distributes follow-up summaries and next steps to participants for the purpose of ensuring shared understanding and accountability after meetings.
• Drafts contracts and prepares and sends invoices for the purpose of supporting accurate and timely financial and legal documentation for the assigned teams.
• Ensures agency documents meet digital accessibility standards in accordance with Web Content Accessibility Guidelines (WCAG) for the purpose of making materials accessible to all users.
• Maintains accurate and complete records and documents in compliance with the Washington State Local Government Common Records Retention Schedule (CORE) and the Public Schools (K-12) Records Retention Schedule for the purpose of ensuring proper classification, retention, and disposal of all agency documentation in accordance with state regulatory requirements.
• Maintains good working relationships with clients, partners, and public agency staff for the purpose of supporting smooth collaboration and clear communication across organizations.
• Maintains, updates, and shares contact lists for the purpose of keeping coordination and communication timely and effective.
• Manages all aspects of the ESD 113 High School Art Show; including outreach to high school art teachers; coordination with judges, OSPI, and the ESD 113 facilities team; entry management; display supplies, awards, and certificates; and hosting the reception for winning students, for the purpose of providing students a regional exhibition and recognition opportunity.
• Manages supervisors' calendars, including appointments, travel, and meetings, using independent judgement, for the purpose of organizing and prioritizing commitments.
• Manages technical logistics for online training, including monitoring and responding to chat and tracking attendance and clock hours, for the purpose of ensuring smooth session delivery and accurate participant records.
• Manages the agency's robot library and cultural innovation book library for the purpose of ensuring resources remain organized and accessible to schools and staff.
• Oversees all aspects of assigned agency events, including community outreach, coordination with internal and external partners, participant or entry management, materials and supplies, and hosting or reception duties, for the purpose of delivering well-organized, inclusive events that serve students, staff, and the community.
• Prepares various reports and related documents, including forms, warrants for claims, premium payments, presentations, for the purpose of providing documentation and information related to the assigned program or department.
• Procures office supplies and materials and reconciles supply budgets and expenditures for the purpose of ensuring adequate inventory and accurate financial records within budgetary guidelines.
• Records minutes at the agency's board meetings as a backup when the superintendent's executive office administrator is unavailable for the purpose of ensuring accurate documentation of board proceedings.
• Researches policies and procedures in the assigned area for the purpose of maintaining compliance with current legal requirements.
• Responds to inquiries from staff, school districts, partners, and the public for the purpose of providing information regarding the agency's programs and services, policies, procedures, and regulations.
• Schedules activities and supports assigned team with administrative functions, including appointments, meetings, travel reservations and accommodations, and facility usage, for the purpose of coordinating and making necessary arrangements.
• Serves as ESD 113's primary point of contact with OSPI for the Teacher of the Year and Classified School Employee of the Year programs for the purpose of coordinating nominations, recognition activities, and program requirements.
• Serves as one of several backup receptionists during breaks and absences for the purpose of keeping front desk coverage consistent.
• Supports assigned teams with their hiring and onboarding processes for the purpose of helping new staff integrate quickly and feel prepared to contribute.
• Supports event planning and logistics coordination for the purpose of ensuring compliance with ESD 113, state, and federal requirements while meeting the agency's educational objectives.
• Tracks agency resources and materials in spreadsheets or tracking systems for the purpose of ensuring resources remain organized, current, and accessible.
• Travels as needed to attend meetings, events, and training for the purpose of performing the essential functions of the position.
• Updates content for the agency's internal and external websites, including links, directory information, calendar items, and forms, for the purpose of keeping information current and accessible to staff, school districts, partners, and the public.
• Works within and helps lead the communications team's project management system for the purpose of keeping the team organized, on track and moving toward shared goals.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; document formatting and editing; application of pertinent laws, codes, policies and/or regulations; standardized accounting and bookkeeping principles; office processes and procedures; and basic computer operations.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications, especially experience/proficiency with Google Suite/Workplace and shared electronic work management systems; performing standard bookkeeping and accounting procedures; planning and managing projects; attention to detail with a focus on quality assurance; preparing and maintaining accurate detailed and concise minutes, notes and/or records of complex meetings, interviews, events, etc.; and self-starting, growth-oriented person.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: ability to proofread and edit documents; adapting to changing work priorities; communicating effectively, professionally, and proactively with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; and working with detailed information.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.

Equivalency: At least two years of in-office job-related experience required.

Required Testing

None Specified.

Certificates and Licenses

None Specified.

Continuing Education/Training

None Specified.

Clearances

Criminal Justice Fingerprint/Background Clearance

WA State Sexual Misconduct Disclosure Release

FLSA Status: Non Exempt

Approval Date: 03/20/2026

Pay Grade: Range 43