Administrative Assistant 2

• Process organizational payroll, payment invoices, and vouchers with accuracy and timeliness.
• Process vendor payments and invoices through TRAINS and Purchasing Card Management System (PCMS).
• Prepare and process requisitions and invoices for managers and staff.
• Arrange comprehensive travel logistics including conference/training registrations, itineraries, hotel accommodations, air travel, rental cars, mileage reimbursements, and Per Diem claims.
• Respond to internal and external inquiries via email, phone, and public comment forms.
• Facilitate onboarding by preparing new hire paperwork; schedule interviews for managers.
• Answer phones, greet visitors, and direct inquiries appropriately.
• Provide backup coverage for the region receptionist during breaks and absences.
• Schedule, plan, and coordinate meetings and events.

Administrative Operations: Ability to independently plan, prioritize, and perform a wide range of administrative duties to support managers, supervisors, and technical staff, ensuring efficient office operations and adherence to policies and procedures.

This includes Records and Information Management.

Ability to organize and maintain office records, correspondence, and filing systems in accordance with state retention policies to ensure accuracy and accessibility of information.

Financial and Payroll Coordination: Ability to process payroll, invoices, and financial transactions accurately, resolve discrepancies, and provide guidance to staff on payroll, timesheet, and leave requirements.

Procurement and Travel Support. Ability to coordinate purchasing and travel activities, including preparing requisitions, arranging travel logistics, and monitoring compliance with agency policies.

• Administrative Knowledge: Experience in an increasingly responsible office environment involving complex word processing tasks and requiring keyboarding or typing.
• Process Improvement and Efficiency: Experience identifying opportunities to improve administrative processes, implement workflow enhancements, or develop tools/templates that increase office efficiency.
• Event Planning Expertise: Experience coordinating larger or complex meetings, training, or events, including logistics, vendor coordination, and budget tracking.
• Accounts payable: Experience in accounts payable.

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options; in-office work is required weekly.

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.

• 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.

• 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.