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 an On-Call Administrative Assistant 2 in Shoreline, WA. As a valued member of the Northwest Region Administrative Services team, this position serves as a versatile administrative professional, providing critical support to offices throughout the region. Working under the direction of the Forms and Records Analyst 3, this position operates in a dynamic, on-call capacity, stepping in to support offices during staffing shortages, employee leave, and other operational needs.

This role requires exceptional organizational and multitasking skills to coordinate competing priorities, monitor and track budgets, identify and resolve discrepancies, develop travel itineraries, prepare reports, maintain records, and support a variety of administrative functions. The position plays a key role in ensuring office operations run smoothly and efficiently while contributing to the successful achievement of team and organizational goals.

What to Expect

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

• Resolves problems and responds to inquiries regarding procedures and services.
• Answers main line for NWR and greets visitors: receives, screens phone calls and visitors.
• Establish office procedures, standards, priorities and deadlines within office.
• Tracks orders for supplies, equipment, printing.
• Arranges for facility and equipment maintenance and report contracts and services.
• Makes travel arrangements for supervisors or staff, and maintains required travel itineraries compiles final travel expense reports.
• Process payments for orders.
• Receive and process invoices, figures discounts, check for correct purchasing authority, research and apply correct coding for payment and prepare pay documents.
• Contact vendors regarding shortages, erroneously billed shipments, or discrepancies in billings.
• Research invoices lacking sufficient identifying information.
• Research vendor statements for past due invoices, contacting vendors for copies and Department of General Administration policies and regulations.
• Create, review, and/or edit correspondence such as letters, memos, documents, and reports.
• Use a computer to create, maintain, and/or edit various MS Word documents, Filemaker Pro documents, PCMS transactions, TRAINS documents, and Excel spreadsheets.
• Use of TRAINS computer program to create payment vouchers for bills and travel expenses.
• Understand the Chart of Accounts and be able to use this information to process invoices and payments using TRAINS and PCMS.

Qualifications

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

• Administrative Support and Records Management: Experience with administrative and office procedures and systems such as word processing and managing files and records.
• Customer service and communication skills: Demonstrated ability to communicate clearly, courteously, and professionally with the public, coworkers, and external agencies in person, over the phone, and via email, especially when handling inquiries or complaints related to urgent or stressful situations.
• Interpersonal and conflict resolution skills: Experience in remaining calm and professional when addressing complaints or concerns from distressed or angry constituents or coworkers.
• Problem-solving and independent judgment: Experience in prioritizing workload, managing multiple tasks, adapt to schedule changes or emergencies, and independently resolving issues using sound judgment.
• Technical proficiency: Experience using Microsoft Office Suite (Outlook, Word, Excel) and basic database systems to manage records, communicate information, and perform daily administrative tasks.
• Commitment to Equity, Inclusion, and Respect: Demonstrated ability to contribute to and support a workplace culture that values respect, diversity, equity, inclusion, and equal opportunity. Ability to interact professionally and effectively with individuals from diverse backgrounds, perspectives, and experiences.
• 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 Operations: Demonstrated proficiency performing administrative support activities, including document preparation, data entry, records management, and other office functions requiring accurate keyboarding and computer skills. 
• Communication and Call Management: Demonstrated ability to manage multiple communication channels, including multi-line telephone systems, while providing responsive and professional customer service. 
• Regulatory Knowledge and Reporting Compliance: Knowledge of Washington State traffic laws and vehicle accident reporting requirements, with the ability to accurately document and process incident-related information in accordance with established procedures.

Important Notes 

• This recruitment may also be used to fill additional positions per business needs.
• This position is not eligible for remote work.
• In addition to the salary range listed, a general wage increase of 2% will be applied for all state employees on July 1, 2026, upon legislative approval.
• To review the full Position Description, please follow the directions in the “Contact Us” section of this posting.
• The salary listed includes the legislative approved 5% salary premium for positions in King County. 
• 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. 
• This is an on call position.
• 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 2 #12686 in the subject line.