Administrative Assistant ; On-Call

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!

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.

• Resolves problems and responds to inquiries regarding procedures and services.
• Answers main line for NWR and greets visitors: receives, screens phone calls and visitors.
• Establishes office procedures, standards, priorities and deadlines within office.
• Tracks orders for supplies, equipment, printing.
• Arranges for facility and equipment maintenance and reports contracts and services.
• Makes travel arrangements for supervisors or staff, maintains required travel itineraries, compiles final travel expense reports.
• Processes payments for orders.
• Receives and processes invoices, figures discounts, checks for correct purchasing authority, researches and applies correct coding for payment and prepares pay documents.
• Contacts vendors regarding shortages, erroneously billed shipments, or discrepancies in billings.
• Researches invoices lacking sufficient identifying information.
• Researches vendor statements for past due invoices, contacting vendors for copies and Department of General Administration policies and regulations.
• Creates, reviews, and/or edits correspondence such as letters, memos, documents, and reports.
• Uses a computer to create, maintain, and/or edit various MS Word documents, Filemaker Pro documents, PCMS transactions, TRAINS documents, and Excel spreadsheets.
• Uses TRAINS computer program to create payment vouchers for bills and travel expenses.
• Understands the Chart of Accounts and is able to use this information to process invoices and payments using TRAINS and PCMS.

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, adapting 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,…