Administrative Assistant 2 (On-Call)

State of Washington•King County - Shoreline, WA

4d•Onsite

About The Position

The Washington State Department of Transportation (WSDOT) is seeking an On-Call Administrative Assistant 2 in Shoreline, WA. As a valued member of the Northwest Region Administrative Services team, this position serves as a versatile administrative professional, providing critical support to offices throughout the region. Working under the direction of the Forms and Records Analyst 3, this position operates in a dynamic, on-call capacity, stepping in to support offices during staffing shortages, employee leave, and other operational needs. This role requires exceptional organizational and multitasking skills to coordinate competing priorities, monitor and track budgets, identify and resolve discrepancies, develop travel itineraries, prepare reports, maintain records, and support a variety of administrative functions. The position plays a key role in ensuring office operations run smoothly and efficiently while contributing to the successful achievement of team and organizational goals.

Requirements

Administrative Support and Records Management: Experience with administrative and office procedures and systems such as word processing and managing files and records.
Customer service and communication skills: Demonstrated ability to communicate clearly, courteously, and professionally with the public, coworkers, and external agencies in person, over the phone, and via email, especially when handling inquiries or complaints related to urgent or stressful situations.
Interpersonal and conflict resolution skills: Experience in remaining calm and professional when addressing complaints or concerns from distressed or angry constituents or coworkers.
Problem-solving and independent judgment: Experience in prioritizing workload, managing multiple tasks, adapt to schedule changes or emergencies, and independently resolving issues using sound judgment.
Technical proficiency: Experience using Microsoft Office Suite (Outlook, Word, Excel) and basic database systems to manage records, communicate information, and perform daily administrative tasks.
Commitment to Equity, Inclusion, and Respect: Demonstrated ability to contribute to and support a workplace culture that values respect, diversity, equity, inclusion, and equal opportunity. Ability to interact professionally and effectively with individuals from diverse backgrounds, perspectives, and experiences.
Growth Mindset: Actively demonstrates a commitment to learning and growth.
Service-Oriented: Takes action to meet the needs of others.

Nice To Haves

Demonstrated proficiency performing administrative support activities, including document preparation, data entry, records management, and other office functions requiring accurate keyboarding and computer skills.
Demonstrated ability to manage multiple communication channels, including multi-line telephone systems, while providing responsive and professional customer service.
Knowledge of Washington State traffic laws and vehicle accident reporting requirements, with the ability to accurately document and process incident-related information in accordance with established procedures.

Responsibilities

Resolves problems and responds to inquiries regarding procedures and services.
Answers main line for NWR and greets visitors: receives, screens phone calls and visitors.
Establish office procedures, standards, priorities and deadlines within office.
Tracks orders for supplies, equipment, printing.
Arranges for facility and equipment maintenance and report contracts and services.
Makes travel arrangements for supervisors or staff, and maintains required travel itineraries compiles final travel expense reports.
Process payments for orders.
Receive and process invoices, figures discounts, check for correct purchasing authority, research and apply correct coding for payment and prepare pay documents.
Contact vendors regarding shortages, erroneously billed shipments, or discrepancies in billings.
Research invoices lacking sufficient identifying information.
Research vendor statements for past due invoices, contacting vendors for copies and Department of General Administration policies and regulations.
Create, review, and/or edit correspondence such as letters, memos, documents, and reports.
Use a computer to create, maintain, and/or edit various MS Word documents, Filemaker Pro documents, PCMS transactions, TRAINS documents, and Excel spreadsheets.
Use of TRAINS computer program to create payment vouchers for bills and travel expenses.
Understand the Chart of Accounts and be able to use this information to process invoices and payments using TRAINS and PCMS.