Administrative Assistant

Position: Administrative Assistant 2
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…