WSDOT: Secretary Senior - Regence Office - 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 currently seeking an energetic, friendly, and reliable administrative professional who has exceptional organizational and communication skills to provide clerical/secretarial support for several of our South-Central Region Offices. This position will perform the daily in-person reception and secretarial functions of the South-Central Region headquarters building. It will perform functions such as answering phones, greeting, and referring visitors, processing payroll, paying office billings, paying travel expense vouchers, maintenance and management of regional identification (ID) badges and regional information documents, managing the mail and mail room, and maintenance of office supplies for several small work units. This position supports the mission of the organization by providing secretarial services for key offices and aiding the region and region senior managers as they deliver the WSDOT transportation program.

What to Expect
Among the varied range of responsibilities held within this role, the Secretary Senior will:
Follow current locking and unlocking procedures for the front door so that the reception area is open to the public during indicated business hours.
Professionally greet and interact courteously with visitors who enter or leave the HQ Building/Complex through the public entrance and make sure current region and WSDOT building protocols are met for entry and departure.
Interact on internal or external communications (in-person, calls, emails, or other electronic communications) in a professional, clear, and courteous manner.
Document all daily visitor interactions with appropriate information per the currently approved procedures.
Receive, sort, process, and distribute incoming mail as well as prepare and meter outgoing and certified mail along with packages. At times, this will require trips to and from post office or package shipping stores.
Manage any payments/funds received and update log as per current SCR and State procedures and policies. Coordinate with Region Financial Services for deposits and activities with funds received.
Working knowledge of the departments accounting system Transportation Reporting and Accounting System (TRAINS) and the Purchasing Card Management System (PCMS).
Process and file all invoices, travel expenses and agreement vouchers.
Process payroll by reviewing and entering timesheets into the labor system and work with supervisors and/or HQ Payroll to resolve issues or errors.
Review and maintain payroll rosters and registers.
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.
Manage and maintain office supplies, reception and mailroom areas.

To be considered for this opportunity, the following are required:
High school diploma or GED equivalent.
Two (2) years of increasingly responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Valid driver’s license.
Skills to be proficient in the use of office machines, such as computers, scanners, copiers, fax, printers, and phones.
Ability to use computer software such as Microsoft Outlook, Microsoft Word, Microsoft Excel, Teams, and Skype proficiently.
Self-motivated to manage and complete daily tasks with minimal oversight.
Ability to work with a variety of personalities and produce positive results.
Ability to work independently and collaboratively.
Experience and ability to use discretion and judgment while working independently and maintaining confidentiality.
Possess good communication skills, both verbally and in writing, to communicate with WSDOT personnel, outside agencies and the public in a clear and concise manner.

It is preferred that qualified candidates also have:
Learn, know, and apply rules as they apply to accounting, labor/payroll, and personnel for WSDOT.
Experience as an Assistant Secretary, Secretary or Lead Secretary within a State Agency.
Experience using agency specific programs such as DOTtime, TRAINS, FIRS, COGNOS, ECM Portal, and the P-Card system.
Diploma, Certificate or Degree in Administrative Assisting/Office Technology, Secretarial Studies, Accounting or Office Administration.

Important Notes
This position may work various work schedules Monday through Friday that cover the South Central Region Headquarters open for business hours of 7:30 am – 4:00 pm.
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 are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle. Employees in this position enjoy a standard daytime schedule, working Monday-Friday only, with weekends off.
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.

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 listed Recruiter via email.

Contact us
For inquiries about this posting, you may contact the assigned Recruiter at [email protected]. Please be sure to reference 23DOT-SCR-51189 in the subject line.

Contact Person:
Email: [email protected]
Location: • ,
Application Method: Apply Online
Base Pay: $34,680 - $45,852 annually

Posted on April 13, 2023

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