Administrative Assistant ; On-Call

About WSDOT

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. It plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state.

WSDOT is seeking an On‑Call Administrative Assistant 2 in Shoreline, WA. This position serves as a versatile administrative professional, providing critical support across the Northwest Region Administrative Services team and stepping in during staffing shortages or other operational needs.

• Resolve problems and respond to queries regarding procedures and services.
• Act as the main line for the Northwest Region and greet visitors, screen phone calls and visitors.
• Establish office procedures, standards, priorities, and deadlines.
• Track orders for supplies, equipment, and printing.
• Arrange facility and equipment maintenance; report contracts and services.
• Make travel arrangements for supervisors or staff, maintain travel itineraries, and compile final travel expense reports.
• Process payments for orders; receive and process invoices, calculate discounts, verify purchasing authority, and apply correct coding for payments.
• Contact vendors regarding shortages, mis‑billed shipments, or billing discrepancies.
• Research invoices lacking sufficient identifying information and vendor statements for past‑due invoices.
• Create, review, and edit correspondence such as letters, memos, documents, and reports.
• Maintain and edit documents in MS Word, Filemaker Pro, PCMS, TRAINS, and Excel.
• Use TRAINS to create payment vouchers for bills and travel expenses.
• Apply Chart of Accounts knowledge to process invoices and payments using TRAINS and PCMS.

• Experience with administrative support and records management, including word processing and file organization.
• Strong customer‑service and communication skills; ability to handle inquiries or complaints in person, over the phone, and via email.
• Ability to remain calm and professional during conflicts or upset constituents.
• Problem‑solving and independent judgment; prioritizing workload and managing multiple tasks during emergencies.
• Technical proficiency with Microsoft Office Suite (Outlook, Word, Excel) and basic database systems.
• Commitment to Equity, Inclusion, and Respect; ability to interact professionally with diverse individuals.
• Growth mindset and willingness to learn and develop.
• Service‑oriented attitude; takes action to meet the needs of others.

• Proficiency performing administrative support activities: document preparation, data entry, records management, and accurate keyboarding.
• Experience managing multi‑line telephone systems and providing responsive customer service.
• Knowledge of Washington State traffic laws and vehicle accident reporting requirements, with ability to document incident‑related information accurately.

• Work‑life balance with flexible work schedules.
• Paid leave: 12 paid holidays and up to 25 paid vacation days per year.
• Tuition assistance and education reimbursement options.
• Comprehensive benefits package including health, vision, dental, life, and disability insurance.
• State retirement programs and deferred compensation options.
• Paid sick leave, holidays, and vacation accruals in accordance with state regulations.

Applications will be accepted electronically. Include a resume, cover letter, and contact details for at least three references in your online application. Do not upload additional attachments beyond those items.

For inquiries, contact Amanda Strebeck, recruiter, ebeck.gov. Reference "Administrative Assistant 2 #12686" in the subject line.

WSDOT is an equal‑opportunity employer. We value a work environment where all employees feel respected, included, and empowered. All qualified individuals are encouraged to apply regardless of race, ethnicity, age, veteran status, sexual orientation, gender identity, or disability status.