What are the responsibilities and job description for the Administrative Assistant 3 position at State of Washington Dept. of Transportation?
Description
About WSDOT
Washington State Department of Transportation (WSDOT) is a multimodal organization with a global reputation for excellence! Our dedicated workforce is responsible to plan, design, build, and operate an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 18,000 lane miles of state highway and 4,100 bridges, WSDOT manages the world's longest floating bridge, executes an award-winning Active Transportation Plan, holds a 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 professional to fill the Administrative Assistant 3 vacancy in Olympia, WA. Under the direction of the Assistant Director of Business Diversity and Inclusion, this position will provide support for all administrative functions of the Office of Equity & Civil Rights (OECR) for the External Civil Rights, Title VI and ADA Compliance Programs. This position is part of a three-member team of administrative assistants operating in a matrixed work structure, providing high-level administrative support in the areas of budget and expenditure control, workflow management, logistics and office space management. Our top candidate possesses exceptional interpersonal and communication skills, as this position works with the public, legislators, executives, elected officials, and other internal and external partners.
What to Expect
Among the varied range of responsibilities held within this role, the Administrative Assistant 3 will:
- Perform complex word processing tasks, utilizing software to compose and produce letters, memos, minutes, reports, forms, notifications, sensitive materials, and correspondence.
- Be responsible for records retention, archiving, filing and scanning of program documents; create and maintain good tracking, monitoring and filing systems.
- Keep management informed of significant items requiring review or action, track program commitments and delivery dates, schedule appointments, manage staff calendars and commit managers to meeting attendance.
- Track and follow up on staff work assignments and ensure deadlines are met.
- Make travel arrangements, perform bill payment, and purchasing functions.
Qualifications
To be considered for this opportunity, the following are required:
- High school diploma or GED equivalent.
- Three (3) years of progressively responsible experience performing office, clerical, secretarial, bookkeeping, accounting, or general administrative work (formal education may substitute year-for-year for required experience).
- Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
- Proficiency in Adobe Acrobat.
- Excellent executive level communication skills: both written and verbal.
- Strong interpersonal and customer service skills.
- Excellent organizational and time management skills.
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The ability and skills to
- Complete tasks accurately, thoroughly, and error-free
- Prioritize tasks and meet deadlines
- Problem-solve and critical think
- Work independently and as part of a team
- Be flexible and adaptable
- Maintain discretion and confidentiality
It is preferred that qualified candidates also have:
- An associate’s degree in office administration, paralegal, business, or a related field.
- Experience working for a public agency.
- Experience making travel arrangements: Book flights, hotels, and transportation.
- Experience in complying with state and federal rules, laws, regulations, and policies.
Important Notes
- This recruitment may also be used to fill additional positions per 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.
- This position offers flexible/hybrid remote work options.
- WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). 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. As such, there are a number of flexible schedule options available, including occasional telework for eligible positions.
- Paid Leave – In addition to 12 paid holidays, full-time employees may earn up to 25 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 indicates why you believe you are a viable candidate for this role.
- Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. NOTE: This information may 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 via email.
Contact Us
For inquiries about this posting, you may contact the assigned Recruiter, at Robyn.Lovely@wsdot.wa.gov. Please be sure to reference 25DOT-HQ-00372 in the subject line.
