Program Specialist

The job of Program Specialist is done for the purpose/s of providing secretarial and technical support to assigned administrators and department staff; preparing and maintaining department/program records; creating, compiling and distributing materials and reports; and responding to a variety of inquiries. The role ensures that program information stays organized and accessible through consistent preparation and maintenance of records.

Join a team committed to making a meaningful difference in education, health, and community well-being. As a Program Specialist within Learning, Teaching, and Family Support Department’s Student Support Services Program, you will support programs that strengthen student connection, safety, and overall well-being. This role is ideal for someone who is detail-oriented, collaborative, and passionate about creating efficient, equitable systems that serve diverse students, families, educators, and community partners. 

In this role, you will provide administrative and technical support for key initiatives, with a focus on Student Assistance Prevention and Intervention Services, Coalition Support, and School Nursing. You will assist with program operations, including maintaining records, preparing reports and materials, supporting training and events, and responding to inquiries. This position also supports high-compliance, state-funded work, helping ensure programs meet regulatory requirements while effectively addressing students’ social, emotional, behavioral, and health needs.

PSESD is one of nine regional educational agencies serving school districts and state approved charter and private schools in Washington. Serving over 39% of Washington’s K-12 public school students, our agency provides critical services designed to ensure that our students are ready to enter school, achieve at high levels in the K-12 system, and succeed in postsecondary endeavors. We are committed to becoming an Antiracist Multicultural Organization driven by equity in education. To learn more about PSESD, visit www.psesd.org/about-psesd.

This job reports to Director- Student Support Services.

• Creates documents and databases for the purpose of providing information for special projects.
• Embodies the principles and practices that form our culture and commitment to becoming an Antiracist Multicultural Organization for the purpose of meeting the Agency’sEnd: Success for Each Child and Eliminating the Opportunity Gap by Leading with Racial Equity.
• Informs personnel regarding a variety of procedures and program requirements for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with established statutory, regulatory,state,and federal guidelines.
• Maintains a variety of manual and electronic documents,files,and records for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations.
• Orders supplies and equipment for the purpose of ensuring items' availability.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Performs record keeping and clerical functions for the purpose of supporting staff and/or administrator in providing necessary records/materials.
• Prepares a variety of written materials for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials for the purpose of disseminating information to appropriate parties and/or tracking program progress.
• Provides video conferencing as assigned for the purpose of facilitating communication.
• Provides help desk support as assigned for the purpose of ensuring the efficient use of computer software applications.
• Researches information on a variety of topics for the purpose of providing information for decision making.
• Responds to inquiries from a variety of internal and external parties for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Schedules a variety of activities for the purpose of coordinating and making necessary arrangements for assigned administrator(s).
• Supports assigned administrative and department personnel for the purpose of providing assistance with their administrative functions.

• Assists other personnel as may be required for the purpose of ensuring the efficient and effective functioning of the work unit.
  

Skills, Knowledge, and Abilities

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:  See competencies under Abilities below.

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: See competencies under Abilities below.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, 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 defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, 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. Specific ability -based competencies required to satisfactorily perform the functions of the job include:

JOB-SPECIFIC COMPETENCIES

ACCURACY AND ATTENTION TO DETAIL: Ensures work is thoughtfully completed,accurate, and error free to the highest degree possible.

CUSTOMER FOCUS: Commits to clarifying and supporting internal and external customers’ goals and strives to meet their expectations and requirements. Consistently acts with customers in mind. Holdsself ccountablefor providing high-quality,responsiveand personable customer service.

RECORDKEEPING AND DOCUMENTATION: Gathers, organizes, andmaintainsrecords, following confidential information and security protocols as needed. Accurately documents relevant/essential actions, processes, and practices.

TEAMWORK: Works collaboratively with others to achieve shared goals and make decisions.

• High school diploma/GED or equivalent and progressively responsible administrative, clerical, or secretarial experience. 

• Demonstrated experience using common office software (e.g., Microsoft Office, Outlook, Teams, spreadsheets, and virtual meeting tools). 
• Experience supporting in administrative, program coordination, or operational support roles, with demonstrated responsibility for document management, scheduling, and cross-functional coordination.
• Experience working with data, records, or spreadsheets with a high level of accuracy and organization.
• Experience coordinating complex scheduling, large meetings, workshops, or events, including logistics, communications, and follow-up documentation.
• Strong verbal and written communication skills. 
• Demonstrated ability to respond to inquiries, explain procedures, and support diverse stakeholders with professionalism, clarity, and timeliness in a fast-paced environment.
  

• Experience supporting budget tracking or financial processes using spreadsheets (e.g., Excel). 
• Experience supporting contracts or agreements, including tracking and documentation. 
• Experience with accounts payable/receivable or similar financial processes. 

• Experience supporting state- or federally funded programs with compliance or audit requirements. 
• Experience in education, public sector, or community-based programs related to student support services. 
• Experience with database or digital recordkeeping systems.