Administrative Assistant 2
State of WashingtonDescription
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 and program support to Eastern Region Operations and Engineering offices by coordinating office operations, processing payroll and financial transactions, supporting procurement and travel activities, maintaining records systems, and responding to inquiries from staff and the public. This position independently performs a wide range of administrative functions to ensure efficient office operations and support WSDOT staff in delivering safe, reliable, and responsive transportation services to Washington’s communities.
What to Expect
Among the varied range of responsibilities held within this role, the Administrative Assistant 2 will:
- 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.
Qualifications
To be considered for this opportunity, the following competencies are required:
- 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.
- Microsoft Office Proficiency: Experience with Microsoft Outlook, Word, Excel, SharePoint, and other associated software products.
- 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:
- 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.
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 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.
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-ER-60415 in the subject line.