Administrative Assistant 2

State of Washington•Yakima County - Union Gap, WA

18h•Hybrid

About The Position

The Washington State Department of Transportation (WSDOT) is seeking a motivated and detail-oriented Administrative Assistant 2 to join their team in Union Gap. This role will support the daily operations of the Project Development and Design offices by processing payroll, managing office billings, reconciling travel expense vouchers, and maintaining office supplies in a fast-paced environment. This position plays a key role in supporting WSDOT’s mission by providing reliable administrative support to the Region, Project Development, and Design offices as they deliver vital transportation projects that benefit communities across Washington.

Requirements

Administrative Operations Management: Ability to coordinate office administrative processes including travel arrangements, meeting logistics, onboarding/offboarding support, and scheduling.
Financial Transaction Processing & Purchasing Compliance: Ability to process purchases, reimbursements, and financial transactions accurately using agency procedures and systems.
Customer Service & Service Delivery: Ability to provide responsive and professional support to internal staff and external partners.
Communication & Professional Correspondence: Ability to communicate clearly through written, verbal, and electronic methods with staff, managers, and vendors.
Organization & Task Prioritization: Ability to manage multiple administrative tasks, maintain records, and meet deadlines.
Collaboration & Team Support: Ability to work effectively within a team environment and coordinate work with staff across offices or divisions.
Records & Information Management: Ability to maintain accurate administrative records and manage documents in compliance with agency procedures.
Digital Tools & Administrative Systems: Ability to use Microsoft Office and agency systems to support administrative tasks and workflow coordination.
Growth Mindset: Actively demonstrates a commitment to learning and growth.
Service-Oriented: Takes action to meet the needs of others.

Nice To Haves

Office Logistics & Facility Coordination: Experience coordinating office supplies, mail distribution, and facility maintenance requests.
Travel and Event Coordination Experience: Experience arranging travel, conference registrations, and tracking travel reimbursements.
Purchasing Card or Expense Processing Systems: Experience using purchasing card systems or financial transaction platforms.
Multi-Location Office Support Experience: Experience supporting operations across multiple office locations or teams.
Process Improvement & Initiative: Ability to identify opportunities to improve administrative processes or workflows

Responsibilities

Maintain inventory and keep in stock various offices supplies.
Arrange for the maintenance and repair of office printers and copiers.
Screen calls and visitors, take messages for absent managers, receive, review, and distribute incoming mail.
Review employee data entry in the DOTtime payroll program, review payroll journals, review for coding accuracy, leave balances, shift differentials, overtime, review amended timesheets, and assist with all questions and concerns from employees and supervisors in the DOTtime program.
Verify purchase approvals and signatures are received, either wet ink or via email.
Ensure all purchasing guidelines are followed and contracts are used as required per purchasing office rules.
Region Office Front Desk Coverage.