Administrative Assistant 3 - Shoreline, WA

Employer: WSDOT

Job Description:
The Opportunity:
WSDOT is seeking an energetic and organized administrative professional to independently perform duties in direct support of senior management. This position will establish and improve procedures and manage the day-to-day administrative functions relating to payroll, travel, accounting, supplies, invoices, vehicles, security, facilities and telecommunications. This position specifically supports three organization managers and also provides back-up for the Employee Transportation Coordinator.

At WSDOT, we value the importance of creating an environment in which all employees feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds, and perspectives while fostering growth and advancement in the workplace. To learn more, please watch the following video: Why WSDOT?

Reporting to the Assistant Regional Administrator, this position will:
Perform varied administrative and secretarial support duties to managers and the project teams
With delegated authority from the ARA, manage office operations and establish work methods, procedures and strategies for reporting units.
Provide office support to include coordinating, managing calendars, scheduling meetings, and ensuring manager is prepared and prepped for meetings
Working with the program management office (PMO), prepare biennial travel work plans and annual out-of-state travel submittals
Serve as the timekeeper for the office, reconcile payroll, and leave balances.
Prepare purchase orders, order, and pay for the office supplies
Answer and route incoming calls, provide phone coverage for staff and provide information to the public over the telephone and in person
Proofread and review documents produced in the office for clarity and proper grammar.
Other duties as assigned.

Required qualifications:
Five (5) or more years of progressively responsible, recent experience providing professional-level administrative or secretarial support required.
Experience with coordinating and scheduling conferences.
Attention to detail.
Proficiency with Microsoft Office products (Outlook. Excel, Word, and PowerPoint, Visio) as well as the internet.
Ability to work independently while effectively interpreting pertinent policies and procedures.
Ability to work independently and be flexible, professional, and highly motivated.
Excellent written and verbal communication skills (speech, listening and writing).
Exceptional organizational and priority setting skills, with the ability to work with a variety of internal and external clients.
Possess a valid Driver's License and ability to travel to off-site meetings or training.
High school diploma or GED equivalent
Ability to work under critical time constraints, have consistent attendance, and allow for flexibility in work schedule

Preferred Qualifications:
Experience with mainframe payroll programs such as TRAINS and DOTtime
Familiar with Access software programs and FileMaker Pro
Ability to manage and motivate peers and staff
Experience with registering conference attendees and generating reports

How to apply:
Applications for this recruitment will be accepted electronically. To be considered for this position, please include the following to your online application:

A resume outlining your experience to date.
A cover letter detailing your qualifications and why you believe you are the best person for this role.
A minimum of three (3) professional references who can attest to your work performance, technical skills, knowledge base, and job-related competencies.

Applications that do not have the above documents attached will not be considered.

Contact us:
For inquiries about this position, please contact Josefina Mutascu at MutascJ@wsdot.wa.gov. Please reference recruitment number 19DOT-NWR-12865.

WSDOT is an equal opportunity employer. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities 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. WSDOT does not use the E-Verify system. For more information, please visit https://www.uscis.gov/.

Contact Person:
Phone:
Email:
Location: Shoreline, WA
Application Method: Online
Base Pay: $38,455 - $51,231 YR

Posted on January 08, 2020
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