Administrative Assistant

Administrative Assistant 2

Apply for the Administrative Assistant 2 role within the Washington State Department of Transportation (WSDOT) in the Northwest Region Mount Vernon PE Office.

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. The 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!

WSDOT is currently seeking a detail‑oriented Administrative Assistant 2 to provide vital administrative support to the Northwest Region Mount Vernon PE Office. In this role, you will independently plan, organize, and prioritize complex administrative tasks, support budget monitoring and corrections, coordinate travel, compile reports, and manage office records. This position plays a key role in helping the office meet its goals while ensuring smooth daily operations.

The successful candidate will also represent the agency through frequent interactions with staff, students, faculty, clients, and members of the public, supporting WSDOT’s mission to deliver safe, reliable, and cost‑effective transportation services.

• Perform a wide range of administrative support tasks for the Mount Vernon Project Engineer’s Office, including independently resolving procedural questions and responding to inquiries.
• Manage the main office line, greet visitors, and screen incoming calls and walk‑ins.
• Establish office procedures, priorities, standards, and deadlines to support efficient daily operations.
• Coordinate supply and equipment orders, track deliveries, and travel to NWR HQ as needed to retrieve packages and materials.
• Arrange travel for staff, maintain itineraries, and prepare final travel expense reports.
• Process invoices and payments by researching discrepancies, applying correct coding, preparing payment documents, and contacting vendors regarding billing issues.
• Create and maintain documents, reports, correspondence, and spreadsheets using Word, Excel, File Maker Pro, TRAINS, and PCMS, and manage office filing systems.
• Perform timekeeping duties by auditing timesheets, reconciling payroll discrepancies, clearing exceptions in DOTtime, and assisting staff with payroll‑related questions.

• Administrative Operations Proficiency:
  Demonstrated ability to perform core administrative functions such as word processing, file and records management, and applying standard office procedures and systems.
• 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.
• Independent & Teamwork Effectiveness:
  Demonstrated capability to work independently and collaboratively, following instructions and adapting appropriately to direction from supervisors and other staff.
• Growth Mindset:
  Actively demonstrates a commitment to learning and growth.
• Service‑Oriented:
  Takes action to meet the needs of others.
• High school diploma or GED equivalent.

• Office Support
  
  Experience…