Administrative Assistant 2

Full Job Description

About WSDOT

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence.

Our dedicated workforce plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state.

In addition to maintaining over 20,000 lane miles of state highway and 4,100 bridges, WSDOT manages the world's longest floating bridge, leads an award-winning Active Transportation Plan, holds the record for the world’s widest tunneling project, and operates the largest ferry system in the nation!

The Opportunity

WSDOT is currently seeking an Administrative Assistant 2 to support our Interstate Bridge Replacement Program Office (IBR).

This position serves as the primary public-facing customer service representative providing a high-level of customer service and comprehensive administrative support to internal and external customers.

This position ensures smooth daily operations by managing facility access, scheduling, mail distribution, office resources, and fiscal tracking, while upholding safety, security and organizational standards.

This role contributes to the IBR’s mission by fostering a welcoming, professional, and service-oriented environment, supporting operational efficiency, and promoting a culture of respect.

What to Expect

Among the varied range of responsibilities held within this role, you will:

• Provide front-facing, high-level customer service daily.
• Create positive experiences and model WSDOT core values with every interaction.
• Maintain and monitor facility security procedures and assign facility access badges for all non-employees and employees and track access and distribution of badges daily.
• Retrieve, sort, and distribute internal and external mail and packages.
• Provide necessary meeting-related equipment.
• Maintain and monitor facility pool cars, keys records, electric vehicle charge verifications and collect additional information on vehicles for TEF.
• Review and correct payroll, process invoices, assist with travel requests and reimbursement, and reconcile procurement card purchases.
• Provide support for DOTtime requests such as schedule changes and time sheet amendments.
• Set-up direct billing for lodging for staff travel and review and process travel vouchers.

Qualifications

To be considered for this opportunity, the following are required:

Administrative and Operational Knowledge: Demonstrated ability performing complex office, clerical, bookkeeping, accounting, and/or administrative tasks with minimal supervision, including preparing correspondence, organizing files, managing schedules, and maintaining confidentiality.

Ability to prioritize and organize conflicting demands and meet deadlines under pressure.

Interpersonal and Communication Skills: Ability to communicate clearly and professionally in writing and verbally across a wide range of audiences, including internal customers, contractors, and the public.

Problem Solving and Independent Judgment: Skills to work independently and prioritize competing demands and implement effective solutions in a fast-paced environment within established deadlines.

Technical Proficiency: Intermediate skills in operating Windows-based computers and software such as MS Office Suite; virtual meeting software such as MS Teams; and cloud computing. Skills to create, draft, proofread, and edit professional documents accurately.

Service-Oriented: Demonstrates a willingness to take action to meet the needs of others.

Growth Mindset: Actively demonstrates a commitment to learning and growth.

It is preferred that qualified candidates also have:

• Fiscal and Administrative Support Experience: Knowledge in timekeeping, data entry, procurement card reconciliation, travel coordination, file management, and supply purchasing to support business operations.
• System Proficiency: Knowledge and proficiency using payroll and accounts payable programs such as PCMS, TRAINS, and DOT Time.

Important Notes

• This position is not eligible for remote work.

In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position.

For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements.

Information on other compensation types for non-represented positions can be found in Chapter 357-28of the Washington Administrative Code.

• WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov

Why WSDOT

• Work-Life Balance – We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits everyone’s lifestyle.
• Paid Leave – In addition to 12 paid holidays, full-time employees may earn up to 25 paid vacation days per year!
• Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness.
• Plan For Your Future – WSDOT offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information.

Check out this video to learn more: Why WSDOT?

How to Apply

Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible.

In order to be considered for this opportunity, please include the following with your online application:

• An attached Resume outlining (in reverse chronological order) your experience to date.
• An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.

Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.

WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included and empowered to bring unique ideas to the agency.

Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace.

All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply.

Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

Contact Us

For inquiries about this posting, you may contact the assigned Recruiter at Sidra.Fields@WSDOT.wa.gov. Please be sure to reference 26DOT-SWR-80613 in the subject line.