Administrative Assistant 4 | HQ Maintenance

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 leads an award-winning Active Transportation Plan, manages the world's longest floating bridge, and operates the largest ferry system in the nation!

The Opportunity

WSDOT is seeking a highly organized and detail-oriented Administrative Assistant 4 to support the Headquarters (HQ) Maintenance Team in the Thurston County area.

This pivotal role serves as the principal assistant to the Assistant State Maintenance Engineer, providing high-level administrative support and exercising delegated authority in a wide range of administrative matters.

In this role, you will be a central point of coordination and communication, supporting the Assistant State Maintenance Engineer, Maintenance Managers, and HQ Maintenance staff including the Office of Emergency Management.

You will ensure the seamless flow of information, manage complex administrative functions, and help keep critical operations running efficiently.

Additionally, this position provides supervision and leadership to office support staff, ensuring the administrative and clerical needs of the HQ Maintenance Office and Office of Emergency Management are met with accuracy, professionalism, and timeliness.

This is an excellent opportunity for a proactive professional who thrives in a fast-paced environment, values collaboration, and takes pride in delivering high-quality administrative support that contributes to the success of statewide maintenance operations.

What to Expect

Among the varied range of responsibilities held within this role, the Administrative Assistant 4 will:

• Serve as a member of the Maintenance Office Leadership Team.
• Develop in and out of state travel plans in accordance with department travel policies.
• Develop and implement internal office procedures; recommend changes in procedures or rules to facilitate safety, efficiency and effectiveness in travel.
• Serve as the coordinator for the HQ Maintenance Office in replying to the Governor's and/or Secretary's Office concerning public inquiries, complaints and public disclosure requests.
• Respond directly to or make assignments to requests for information from the public, government agencies, agency executives, OFM and the Legislature.
• Develop and maintain processes to coordinate and track such inquiries.
• Manage one administrative employee, delegating and directing administrative workflow.
• Collect information, develop documents and obtain necessary approvals for meeting requests and standing program meeting agendas.
• Manage and coordinate the Assistant State Maintenance Engineer's outlook calendar.
• Act for the Assistant State Maintenance Engineer in administrative matters including making decisions regarding the Maintenance Office administrative policies and procedures following general direction and in support of the program/department goals and guidance.
• Assists the Leadership Team by working with HR to track and report completion of performance evaluations and mandatory trainings for all HQ Maintenance Staff.

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, partner agencies, 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.

Customer Service Orientation: Demonstrated ability to consistently understand and meet the needs of customers by providing responsive, respectful, and solution-focused service that enhances customer satisfaction and trust.

Technical Proficiency: Advanced 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.

Inclusive & Professional Work Practices: Demonstrated experience contributing to a work environment that fosters respect, inclusion, and equal opportunity. Proven ability to navigate interpersonal dynamics with professionalism, emotional intelligence, and effective conflict resolution.

Work Organization and Accountability: Demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced or deadline-driven environment.

Independent & Team-Based Work: Demonstrated ability to perform job functions both independently and as part of a team. Proven competence in critical thinking, problem-solving, accountability, adaptability, and maintaining professional standards in a dynamic work environment.

Communication & Documentation: Demonstrated ability to receive, interpret, and clearly communicate information both verbally and in writing. Proven skill in composing concise and relevant documentation of data collection efforts for internal and external stakeholders.

Attention to Detail: Demonstrated ability to produce accurate, thorough, and high-quality work by carefully reviewing information, following procedures, and identifying errors, inconsistencies, or missing elements before completion.

Maintains strict confidentiality: Ability to safeguard sensitive information, while adhering to privacy policies and applicable regulations, and exercising sound judgment when handling, sharing, or storing confidential items.

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

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

It is preferred that qualified candidates also demonstrate:

• 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.
• Conference and Event Planning: Demonstrated ability to effectively plan, coordinate, and execute government conferences, meetings, and events by managing logistics, stakeholders, timelines, and resources to ensure successful and professional outcomes.
• Supervisory Leadership and Oversight: Demonstrated ability to effectively lead, guide, and support a team by providing direction, oversight, and performance management to achieve organizational goals.

Important Notes

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options. In office attendance is required once per week. This position will report to the Olympia and Tumwater, WA offices.
• To review the full Position Description, please follow the directions in the “Contact Us” section of this posting.

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 offer flexible work schedules that allow you time for your life outside of this excellent opportunity.
• 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 recruiter listed.

Contact Us

For inquiries about this posting, you may contact the assigned Recruiter, Amanda Strebeck, at amanda.strebeck@wsdot.wa.gov. Please be sure to reference Administrative Assistant 4 #04046 in the subject line.