Administrative Assistant 2

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 serve as the primary public-facing customer service representative for the SWR Headquarters Office. This position will provide high-level customer service and comprehensive administrative support to internal and external customers. The incumbent 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 SWR’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, the Administrative Assistant 2 will:

• Provide front-facing, high level customer service daily; meet, greet, and assist internal and external customers.
• Provide information and direct inquiries appropriately. 
• Maintain and monitor facility security procedures and assign facility access badges for all non-employees and employees. Track access and distribution of badges daily. 
• Retrieve, sort, and distribute internal and external mail and packages and notify employees and tenants of deliveries and packages when received. 
• Assist internal and external customers with scheduling meetings and events in SWR Headquarter conference room. Provide necessary meeting-related equipment. 
• Maintain and monitor facility pool cars and keys, records, electric vehicle charge verifications, and collect additional information on vehicles for TEF.
• Provide support with reviewing and correcting payroll, processing invoices, assisting with travel requests and reimbursement, and reconciling procurement card purchases for assigned. 
• Review timesheets for accuracy. Coordinate with SWR assigned backup timekeeper when out of office. 
• Work with supervisors and staff in providing support for DOTtime requests such as schedule changes and timesheet amendments. 
• Assist with office supply ordering, maintain and update the front desk resource manuals and phone lists, notify IT of issues with the customer service directory phone.

Qualifications
To be considered for this opportunity, the following competencies 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. 
• 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 have:

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

Important Notes 

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options.
• 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 a 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 at sidra.fields@wsdot.wa.gov. Please be sure to reference 26DOT-SWR-40426 in the subject line.