Administrative Assistant 5- Olympia, WA

Employer: Washington State Department of Transportation

Job Description:
Washington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world's longest floating bridge, and recently completed the world's widest tunneling project.

The Opportunity
WSDOT Environmental Service Office (ESO) in Olympia, WA is currently seeking an Administrative Assistant 5 (AA5). This position serves as the principal assistant to the Director of the Environmental Services Office, regarding confidential and administrative matters. The AA5 is responsible for accomplishing a variety of complex projects/tasks for three separate locations, making decisions, and acting for the Director in regard to administrative items and issues and coordinating and tracking administrative functions of the Environmental Services Office.

What to Expect
Among the varied range of responsibilities held within this role, the Administrative Assistant 5 will:
- Act on behalf of the Director (Delegation of Authority) in their absence including managing phone inquiries, email, and walk-up clients
- Supervise two Secretary Senior positions within ESO
- Be responsible for delegated signature authority from the Director for leave request, expense reimbursement, purchasing (up to $20,000), and signature authority for payment documents (Up to $10,000).
- Have delegated authority to approve timesheets for ESO WMS employees and others
- Approve in-state travel requests.
- Approve overtime, compensatory time, and work schedules for overtime-eligible employees.
- Prepare complex and sensitive correspondence for the Director.
- Maintain Director’s calendar.
- Advise Director on status of ESO appraisal compliance and due dates for direct reports.
- Monitor and update the Director on emerging issues that need immediate attention.
- Act for Director on administrative matters including making decisions regarding the Office’s administrative policies and procedures.
- Serve as the office’s coordinator to the Governor’s office. Working with the WSDOT Secretary’s Office coordinates responses to inquiries and complaint.
- Coordinates the support services to three office locations – Transportation Building, Mottman, and Mega programs (Seattle).
- Directs support services to a large, diverse office with staff (90+) in multiple locations – This office leads and performs a wide array of complex technical activities for the department (including 13 different programs).
- Manages office space, which includes considering staff needs, agency and office policy; adjusts policy based on judgment. Works with staff to help implement open space concept and other modern work force tasks.

To be considered for this opportunity, the following are required:
- Five (5) years of administrative support or office management experience or equivalent.
- One (1) year supervisory experience.
- Skills to compile, review, and edit documents, publications, and reports for correctness, grammar, and adherence to agency policies and procedures.
- Skills to communicate effectively (e.g., communicating by correspondence, phone, e-mail, and in person).
- Ability to manage multiple high-priority tasks and to obtain cooperation from other departments and governmental agencies.
- Ability to maintain confidentiality.
- Ability to be self-directed, willing to take initiative, able to demonstrate good judgment and work successfully with people.
- Knowledge of government organization and administrative procedures; office methods and procedures research and data collections; agency policies and procedures.
- Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.

It is preferred that qualified candidates also have:
- Bachelor's degree
- Experience organizing and running virtual meetings (e.g., MS Teams, Zoom, GoTo, etc.)
- One (1) or more years working on environmental issues
- Valid driver’s license

Important Notes
This recruitment may also be used to fill additional positions per business needs.
By issuance of proclamation, the Governor of Washington State mandates that all employees who work for executive cabinet agencies (which includes the Department of Transportation) must be fully vaccinated against COVID-19. This is a condition of employment with WSDOT. Exemption may be granted for religious or medical purposes., however, accommodations will be subject to approval based on the essential functions required of the position.

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 11 paid holidays, full-time employees earn a minimum 14 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.
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 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. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as 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

Contact us
For inquiries about this posting, you may contact the assigned Recruiter, Amanda Strebeck, at . Please be sure to reference Administrative Assistant 5 in the subject line.

Contact Person:
Location: Olympia, WA
Application Method: Online:
Base Pay: $47,844 - $64,332/ YR

Posted on December 14, 2021

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