Description

About WSDOT
Washington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world's longest floating bridge, and recently completed the world's widest tunneling project.

The Opportunity
WSDOT is currently seeking a dedicated and motivated individual to serve as an Administrative Assistant 4 in Vancouver, WA. This position serves as the primary administrative support to the Southwest Region (SWR) Assistant Regional Administrator (ARA) for Development & Delivery, including direct reports (Construction Engineer, Project Development Engineer, Program Management and Services Manager), and supporting as needed the ARA for Operations & Planning, including direct reports to facilitate supervisor’s and staff’s work. The individual in this role will play a critical role in maintaining relationships between internal departments and externally by assisting with and tracking adequate response times and ensuring the ARA’s are fully prepared for meetings with materials and pertinent information. Along with the other members of the leadership team, this position is a champion and change agent for WSDOT’s Strategic Goals of workforce development, practical solutions, and inclusion. They support regional social justice and diversity, equity, and inclusion initiatives to help WSDOT create a workforce that represents the communities the agency serves.

What to Expect
Among the varied range of responsibilities held within this role, you will:

• 
  Assist the Confidential Secretary (Executive Administrative Manager) and perform job duties for that position as needed during their absence.
• Be responsible for staffing, supervising, and managing the operations of the Southwest Region front desk to include ensuring front desk has coverage and establishing processes and procedures.
• Represent and communicate on behalf of ARA’s at meetings and via email; prepare written communication correspondence which includes memorandums, external letters, reports, presentation, and proofreading.
• Serve as liaison between both ARA’s (including direct reports) by screening and directing inquiries to appropriate individuals, including email management for ARA’s.
• Schedule meetings as needed and required, ensures any technology resources are reserved, and manage ARA’s calendars, including direct reports as needed.
• Establish procedures and manages day-to-day administrative functions.
• Review, process, and monitor accounting, purchasing, payroll, travel, budget, and contracting information.
• Track, coordinate, and monitor required staff training, employee evaluations, required testing, safety meetings, and other administrative requirements.
• Utilize WSDOT accounting system(s) to create and process journal vouchers and payment vouchers for accounts payable invoices, employee reimbursements, and the payment of consultant agreement invoices.
• Reconcile VISA purchasing card (P-card) transactions in the WSDOT PCMS (Purchase Card Management System).
• Establish, implement, and manage office procedures and standards for administrative functions within the unit and for the front desk.
• Process and evaluate change orders in CCIS (Construction Contract Information System), ECM (Enterprise Content Management), and CAPS (Contract Payment System) and track Prime Contractor Performance Reports from receipt to final distribution.

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

• High School Diploma or GED.
• Four (4) years of administrative support, office management experience or equivalent.
• Experience with compiling, reviewing, and editing documents, publications, and reports for correctness, grammar, and adherence to agency policies and procedures.
• Experience and skills communicating effectively (e.g., communicating by correspondence, phone, e-mail, and in person).
• Experience in managing multiple high-priority tasks and obtaining cooperation from other departments and governmental agencies.
• Experience and skills with maintaining confidentiality.
• Skills to self-direct, take initiative, using professional judgment and work successfully with people.
• Knowledge of government organization and administrative procedures; office methods and procedures research and data collections; agency policies and procedures.
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Proficient in Adobe applications.

It is preferred that qualified candidates also have:

• An Associate or Bachelor’s degree from an accredited college, university, or business school.
• Four (4) years of administrative experience.
• One (1) year of supervisory experience.
• Certification as a Professional Secretary (CPS).
• Certification as an Administrative Professional (CAP) credentials.
• Advanced written and verbal communications, including with various staff and customers via phone, e-mail, or other correspondence in a clear and concise manner.
• Experience editing, proofreading, and drafting memos and other forms of professional correspondence.
• Experience interacting with elected officials and agency executive levels.
• Knowledge and experience processing timesheets, travel arrangements, accounting and purchasing
• Knowledge and experience with fiscal management software, including developing and preparing reports.
• Experience making vendor payments.
• Experience as a supervisor providing office support in a professional environment.
• Skills to handle escalated inquires and complaints promptly and courteously.

Important Notes

• This recruitment may also be used to fill additional positions per business needs.
• This position must work during core business hours, Monday through Friday, 8:00AM – 5:00PM. Position is eligible for telework and/or flexible work week may be an option based on business needs.
• 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.
• Washington Administrative Code (WAC) 357-16-197 mandates that all employees who work for executive cabinet agencies (which includes the Department of Transportation) must be fully vaccinated against COVID-19. Compliance with this mandate is a condition of employment with WSDOT. Exemption may be granted for religious or medical purposes; however, accommodations will be subject to approval based on the essential functions required of the position.
• WSDOT does not use the E-Verify system. 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.
• Paid Leave – In addition to 12 paid holidays, full-time employees earn a minimum 14 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 indicate 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. For more information, please visit www.uscis.gov

Contact us
For inquiries about this posting, you may contact the assigned Recruiter, Daisha Jordan at JordanD@wsdot.wa.gov . Please be sure to reference 23DOT-SWR-40933 in the subject line.