WSDOT - Secretary Senior - Union Gap, 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 is seeking an energetic, friendly, and reliable office assistant to the Project Engineer, Assistant Project Engineer, Field Engineers, Supervisors, Office Support Staff and Construction Crew. Responsible for all clerical/secretarial support services for our Construction PE Office. Responsible for facilitating and coordinating office administration duties and functions. Ensures proper accounting of the office’s credit card purchases through PCMS and monthly vendor payments through TRAINS. Interprets and implements policies and procedures and oversees activities such as purchasing and payroll and communicates and problem solves with vendors when necessary. If you are an organized, friendly professional who enjoys working in a fast paced, customer-service environment, we invite you to apply.

What to Expect
Among the varied range of responsibilities held within this role, the Secretary Senior will:

Process and file all invoices, travel expenses and agreement vouchers.
Process payroll by reviewing and entering timesheets into the labor system.
Review and maintain payroll rosters and registers.
Review EFT’s, warrants, and reconcile payroll issues.
Enter and review leave usage in the labor system and monitor leave balance accrual records.
Review and reconcile credit card statement and pay monthly bills.
Understand the collective bargaining rules of the office and ensuring compliance with the applicable union contracts as they relate to the office timesheets and expense vouchers.
Draft letters, take meeting minutes, format transcription from recording device or rough draft.
Review and proofread outgoing correspondence for readability, completeness, form content, clarity, and agreement with office requirements.

To be considered for this opportunity, the following are required:
High School graduate or equivalent.
Two (2) years of increasing responsible office experience requiring keyboarding in a Microsoft office environment including work with Excel and Word.

It is preferred that qualified candidates also have:
Ability to interpret payroll, accounting and other payroll-related policies and procedures, and work with departmental and headquarters personnel to resolve complex payroll discrepancies.
Ability to interpret and apply procedures outlined in a collective bargaining agreement on pay, leave, and other employee benefits
One (1) or more years’ experience working with timesheets or payroll.
One (1) or more years’ experience with spreadsheets at an intermediate level or above.
Valid driver’s license.

Important Notes:
This position is in office Monday through Friday 7 AM and 5 PM with flexibility in the work hours. Telework Flexible – one to two days a week may require working from the office.

Washington Administrative Code (WAC) 357-16-197 mandates that all employees who work for executive cabinet agencies (which includes the Department of Transportation) must be fully vaccinated against COVID-19. Compliance with this mandate 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.
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.

WSDOT does not use the E-Verify system. For more information, please visit

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 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.

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. 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.

Contact us
For inquiries about this posting, you may contact the assigned Recruiter, S. Fields at [email protected] Please be sure to reference 23DOT-SCR-50375 in the subject line

Contact Person:
Location: Union Gap, WA
Application Method: Apply online
Base Pay: $34,680 - $45,852 annually

Posted on February 09, 2023

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