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 provide administrative support to an Area Engineer Office of approximately 20 staff including, but not limited to duties such as Timekeeper, purchasing supplies, processing and paying invoices with Purchasing Card (P-Card) credit card and vouchers utilizing a variety of software.

This position is critical in fostering a respectful and healthy work environment with focus on diversity, equity, and inclusion.

What to Expect

Among the varied range of responsibilities held within this role, the Administrative Assistant 2 will:

• Coordinate with staff and their supervisors for changes/corrections to timesheets.
• Review TRAINS Pre-Edit Warning Error Reports on a daily basis and resolve issues in a timely manner.
• Use the P-Card to pay invoices, registration fees, payments for supply orders, etc.; use the Corporate Travel Account (CTA) credit card to pay for airfare and hotel expenses; input payment information and supporting documentation for P-Card and CTA expenditures into the Purchasing Card Management System (PCMS) for approval and processing.
• As a travel coordinator, assist staff in preparing the WSDOT Travel Request form and compile supporting documentation for management approval for travel requests in-state, to bordering counties, out-of-state or out-of-country; assist staff by making travel arrangements for lodging, airfare, and a state vehicle or rental car (as needed) in accordance with WSDOT's Travel Policy and Procedure Manual (M 3132).
• Following the Purchasing Manual, apply regulations, policies, and procedures for purchasing and contract administration as it relates to the daily function of the office, including major purchases, state contract procurement, and lease/rentals.
• Answer telephones, receive, screen and refer visitors; provide excellent customer service to a diverse group of internal and external customers.

Qualifications

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

Administrative and Operational Knowledge: Experience 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 stakeholders, contractors, and the public.

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. Intermediate skills to create, draft, proofread, and edit professional documents accurately.

Problem-solving and independent judgment: Experience in prioritizing workload, managing multiple tasks, adapting to schedule changes or emergencies, and independently resolving issues using sound judgment.

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

Service-Oriented: Takes action to meet the needs of others.

In addition to the above, the following are also required:

• Ability to relocate deliveries/paper boxes weighing up to 20 pounds.

It is preferred that qualified candidates also have:

• Fiscal & Administrative Knowledge: Knowledge in timekeeping, travel coordination, accounting, and purchasing to support daily business operations.
• System Proficiency: Knowledge and proficiency in payroll and accounting systems such as PCMS, TRAINS, and DOTtime to process and track transactions.

Important Notes

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options.
• Occasional travel to other offices or off-site location to attend meetings or training or run office errands.

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 357-28 of 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 each individuals’ lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.
• 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 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.

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.

Contact Us

For inquiries about this posting, you may contact the assigned Recruiter at alyssa.nastasi@wsdot.wa.gov. Please be sure to reference 26DOT-SWR-40410 in the subject line.