Administrative Assistant

State of Washington

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!

The Opportunity

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.

What To Expect

Among the varied range of responsibilities held within this role, the Administrative Assistant 2 will:

Resolves problems and responds to inquiries regarding procedures and services.
Answers main line for NWR and greets visitors: receives, screens phone calls and visitors.
Establish office procedures, standards, priorities and deadlines within office.
Tracks orders for supplies, equipment, printing.
Arranges for facility and equipment maintenance and report contracts and services.
Makes travel arrangements for supervisors or staff, and maintains required travel itineraries compiles final travel expense reports.
Process payments for orders.
Receive and process invoices, figures discounts, check for correct purchasing authority, research and apply correct coding for payment and prepare pay documents.
Contact vendors regarding shortages, erroneously billed shipments, or discrepancies in billings.
Research invoices lacking sufficient identifying information.
Research vendor statements for past due invoices, contacting vendors for copies and Department of General Administration policies and regulations.
Create, review, and/or edit correspondence such as letters, memos, documents, and reports.
Use a computer to create, maintain, and/or edit various MS Word documents, Filemaker Pro documents, PCMS transactions, TRAINS documents, and Excel spreadsheets.
Use of TRAINS computer program to create payment vouchers for bills and travel expenses.
Understand the Chart of Accounts and be able to use this information to process invoices and payments using TRAINS and PCMS.

Qualifications

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, adapt 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, Inclusion, and Respect: Demonstrated ability to contribute to and support a workplace culture that values respect, diversity, equity, inclusion, and equal opportunity. Ability to interact professionally and effectively with individuals from diverse backgrounds, perspectives, and experiences.
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 Demonstrate

Administrative Operations: Demonstrated proficiency performing administrative support activities, including document preparation, data entry, records management, and other office functions requiring accurate keyboarding and computer skills.
Communication and Call Management: Demonstrated ability to manage multiple communication channels, including multi-line telephone systems, while providing responsive and professional customer service.
Regulatory Knowledge and Reporting Compliance: Knowledge of Washington State traffic laws and vehicle accident reporting requirements, with the ability to accurately document and process incident-related information in accordance with established procedures.

Important Notes

This recruitment may also be used to fill additional positions per business needs.
This position is not eligible for remote work.
In addition to the salary range listed, a general wage increase of 2% will be applied for all state employees on July 1, 2026, upon legislative approval.
To review the full Position Description, please follow the directions in the “Contact Us” section of this posting.
The salary listed includes the legislative approved 5% salary premium for positions in King County.
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 is an on call position.
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 offer flexible work schedules that allow you time for your life outside of this excellent opportunity.
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. This information can 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 recruiter listed.

For inquiries about this posting, you may contact the assigned Recruiter, Amanda Strebeck, at ***email_hidden***. Please be sure to reference Administrative Assistant 2 #12686 in the subject line.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read About Our Benefits

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement And Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information .

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

Which of the following best describes your level of professional experience with administrative procedures, word processing, and managing physical or digital files and records?

Expert Level: I have extensive experience designing, overhauling, or implementing compliance/retention standards for file and record management systems. I establish administrative workflows, create standard operating procedures for an office, and regularly train or supervise others in these tasks.
Advanced: I have routine, independent experience managing complex digital or physical filing systems. I regularly produce accurately formatted professional correspondence and records, maintain strict data confidentiality, and retrieve information quickly with minimal to no supervision.
Foundational: I have basic experience performing standard word processing and data entry. I can follow an established, highly structured filing system, but occasionally require oversight or quality checks to ensure accuracy.
No Experience: I have no prior professional experience with formal office procedures, document formatting, or systematic record-keeping.

Which of the following best describes your level of experience communicating professionally across multiple channels (in person, phone, email) with the public, coworkers, and external agencies particularly during urgent or stressful situations?

Expert Level: I have a proven track record of successfully de-escalating high-stakes, highly sensitive, or volatile complaints from critical stakeholders or the public. I am the designated point person for escalated communication crises and have experience drafting official public responses or communication templates for an organization.
Advanced: I independently manage a high volume of daily inquiries across phone, email, and in-person channels. I can clearly and courteously communicate complex regulations, policies, or difficult news to citizens and external agencies while working under pressure.
Foundational: I have experience handling routine, predictable customer service inquiries using pre-approved scripts, FAQs, or templates. I am comfortable with basic communication but immediately escalate non-standard, urgent, or high-stress situations to a supervisor.
No Experience: I have no professional experience providing customer service or communicating with the public/external agencies on behalf of an organization.

Which of the following best describes your level of experience in maintaining composure and professionalism when addressing complaints or concerns from distressed, angry, or confrontational constituents or coworkers?

Expert Level: I am highly skilled at mediating systemic or deeply rooted conflicts within teams or between the public and an organization. I actively coach, mentor, or advise others on conflict resolution techniques and serve as a stabilizing presence during intense organizational or public crises.
Advanced: I have extensive experience maintaining total emotional control, active listening, and professionalism when directly targeted by an angry or distressed individual. I can independently diffuse tense interactions and resolve grievances smoothly without compromising organizational policy.
Foundational: I can maintain my composure during minor workplace disagreements or mildly tense situations. I am able to recognize when a situation is escalating and know how to safely remove myself or request assistance from a supervisor.
No Experience: I have no experience handling professional conflict resolution or dealing with distressed/angry individuals in a work environment.

Which of the following best describes your level of experience in prioritizing workloads, managing multiple tasks, adapting to emergency schedule changes, and independently resolving issues using sound judgment?

Expert: I possess mastery in anticipating operational bottlenecks and creating preventative contingency plans. I have successfully steered offices through major operational emergencies or sudden, sweeping schedule changes by dynamically reallocating resources and making high-impact decisions without supervisor intervention.
Advanced: I routinely balance multiple competing tasks, deadlines, and frequent interruptions completely on my own. I exercise sound judgment to solve non-routine problems by interpreting existing policies, and I know exactly when to resolve an issue independently versus when it requires escalation.
Foundational: I can manage a structured, predictable daily workload and solve basic problems by following explicit rules or step-by-step guides. However, I require supervisor direction to re-prioritize my tasks if an emergency or sudden schedule change occurs.
No Experience: I have no experience managing a shifting workflow or exercising independent professional judgment; I require continuous direction to complete daily tasks.

Which of the following best describes your level of experience using the Microsoft Office Suite (Outlook, Word, Excel) and basic database systems to manage records and perform daily administrative tasks?

Expert Level: I am an advanced user capable of building complex spreadsheets (e.g., VLOOKUPs, pivot tables, macros), automating administrative workflows across software platforms, and acting as a "super-user" or system troubleshooter for proprietary database systems.
Advanced: I independently use Outlook (calendar management, rules), Word (styles, mail merges), and Excel (sorting, basic formatting/formulas) to manage daily office workflows. I can accurately navigate databases to run queries, log files, and pull routine reports.
Foundational: I have basic computer skills, including sending standard emails, typing simple letters in Word, and doing basic data entry. I require step-by-step documentation, training, or assistance when using database systems or working with Excel formulas.
No Experience: I have no prior experience using Microsoft Office or formal database logging systems in a professional or academic setting.

Which of the following best describes your level of professional experience performing administrative support activities, including document preparation, data entry, records management, and other office functions requiring accurate keyboarding and computer skills?

Expert Level: I have extensive experience auditing, designing, or establishing new data entry standards and record management protocols for an office. I train others on document preparation software, oversee data quality control, and possess highly advanced keyboarding speed and accuracy.
Advanced: I independently perform a high volume of administrative support activities with minimal supervision. I accurately prepare complex documents, manage digital/physical records layouts, maintain a fast and precise keyboarding standard, and resolve data entry discrepancies on my own.
Foundational: I have experience with routine administrative tasks, such as typing standard letters and inputting straightforward data into existing systems. I possess basic computer skills but occasionally require templates, formatting guides, or quality checks to ensure absolute accuracy.
No Experience: I have no prior professional experience performing formal administrative operations, data entry, or structured records management.

I understand that this position is on-call and typically works about 16 hours per week. This includes some weeks having no hours, and other weeks working up to 40 hours. (There is no minimum number of work hours provided to you each week).

I understand that this position does not qualify for remote work.

Are you able and willing to work the standard Monday - Friday 8 am - 5 pm shift?

How did you learn of this employment opportunity?

Indeed
LinkedIn
Direct Email Notification
WSDOT social media (Twitter, Facebook, YouTube, etc)
Career Fair
Monster
WorkSource
"NOW HIRING" banner/sign
Radio advertisement
WSDOT Employment Site
Careers.wa.gov
governmentjobs.com
Other (specify below)

| If You Selected 'Other' On The Previous Question, Please Specify How You Learned Of This Employment Opportunity In The Space Provided

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