Executive Administrative Assistant (Remote Optional)- Multiple Locations

Employer: WSDOT

Job Description:
WSDOT Public Transportation Division is currently seeking a skilled Executive Administrative Assistant. This position reports to the Director of the Public Transportation Division. This Executive Administrative Assistant acts as the expert authority on all administrative matters with the Public Transportation Division, serves as a member of the division’s management team, making decisions and acting on administrative and personnel matters, and program budget. This position also acts on behalf of the Director in administrative matters, including making decisions regarding the divisions administrative policies and procedures.

What to Expect
Among the varied range of responsibilities held within this role, Executive Administrative Assistant will:

- Will have delegated authority from the Director for items such as, but not limited to, approval of leave requests, expense reimbursements, vouchers, and payroll, meeting requests for direct reports, purchasing acquisition approval for software, office equipment/supplies, and furniture.
- Prepare and maintain administrative and business reports and records, arranges, and coordinates administrative aspects of projects.
Serve as the expert on administrative matters for the division to include (but not limited to) employee travel; formal correspondence; legislative referrals, fiscal notes, and bill analysis; and state/agency regulations, guidelines, organizational charts, and administrative procedures.
- Develop and monitor the Division's out of state travel plans, ensures that agency procedures and/or regulations are adhered to by organization managers and support staff.
- Maintain confidentiality regarding personnel issues, official correspondence, and other official and confidential administrative matters.
- Advise the Director on critical matters pertaining to the Public Transportation Division. Maintains the Director's calendar, schedules meetings committing supervisor's and staff member's time.
- Arrange travel; independently composes formal and informal correspondence for the Director's signature.
- Review all correspondence from the division to entities outside the agency such as the Governor's office, USDOT, and FHWA.
- Serve as the Division's legislative coordinator.
- Reviews legislative bills, legislative committee requests and referrals, and fiscal notes; assigns to appropriate office manager for completion; monitors status of critical bills.
- Keeps the Director informed of any significant items of concern

To be considered for this opportunity, the following are required:
- Proven ability to effectively manage and prioritize multiple tasks to ensure business activities and critical Division related projects are being accomplished. This includes the proven ability to recognize the “big picture” to be able to break down the assigned project into various tasks that can be tracked.
- Experience creating electronic tracking tools that are both effective and user-friendly.
- Demonstrated skills in being self-directed, with a willingness to take initiative and exhibit consistent good judgement.
- Successful experience in making decisions and acting on behalf of the Director in administrative matters.
- Experience handling confidential correspondence and documents with discretion.
- Knowledge of state and federal transportation agency and organization functions and policies
- Working knowledge of budgeting policies and principles. This includes the ability to provide analysis and administration of budgetary, fiscal, and administrative matters in addition to organizing and facilitating meetings with appropriate managers to present the applicable information.
- Experience creating and interpreting processes, procedures, policies, rules, and regulations and providing assistance in the interpretation and application of department, state or federal policies and procedures.
- Working knowledge of legislative functions and procedures.
- Hands-on experience with the Legislative review process.
- Demonstrated advanced computer skills, including Microsoft operating systems and database applications.

It is preferred that qualified candidates also have:
- Associates degree in business administration, public administration, or closely allied field and three years of progressive administrative experience.
- PACE Certified (Professional Administration Certification of Excellence)

Contact Person:
Location: Multiple Locations
Application Method: https://www.governmentjobs.com/careers/washington/wsdot/jobs/3668967/executive-administrative-assistant?page=3&pagetype=jobOpportunitiesJobs
Base Pay: $49,404 - $66,420/ YR

Posted on August 08, 2022

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