Office Assistant 3 – Construction Division Business Office

State of Washington•Thurston County – Tumwater, WA

5d•Hybrid

About The Position

The Washington State Department of Transportation (WSDOT) is seeking an organized and customer-focused Office Assistant 3 to join the Construction Division Business Office in Tumwater, WA. In this role, you will provide comprehensive administrative and operational support that helps keep division operations running efficiently. You will coordinate administrative processes, support facility maintenance work orders, manage travel coordination, and serve as a key resource for staff by organizing meetings, maintaining records, and responding to inquiries. Your attention to detail, organizational skills, and commitment to excellent customer service will contribute to the successful delivery of programs that support transportation across Washington.

Requirements

Experience contributing to a work environment that fosters a culture of respect and equal opportunity.
Demonstrated ability to coordinate multiple administrative processes simultaneously, including scheduling, tracking assignments, and following up to ensure timely completion.
Strong organizational skills with the ability to manage competing priorities while maintaining accuracy.
Ability to communicate clearly and professionally, both verbally and in writing, with a wide range of internal and external customers.
Experience responding to inquiries, providing information, and routing requests using established procedures.
Demonstrated ability to enter, track, and maintain accurate information in electronic systems, spreadsheets, or databases.
Ability to identify and correct errors or missing information while maintaining accurate records.
Experience using Microsoft Outlook, Word, Excel, or similar software for scheduling, document preparation, and data tracking.
Ability to quickly learn and navigate new systems with minimal supervision.
Ability to consistently follow established policies, procedures, and guidelines.
Demonstrated reliability in completing assigned work while maintaining confidentiality when handling sensitive information.
Actively demonstrates a commitment to learning and growth.
Takes action to meet the needs of others.

Nice To Haves

Experience coordinating, tracking, or supporting work or service requests within a maintenance, facilities, IT help desk, or similar tracking system.
Experience preparing or processing travel requests, including approval workflows and supporting documentation.
Experience providing direct administrative support to a manager or team, including calendar management, meeting coordination, agendas, and meeting notes.
Ability to identify opportunities to improve administrative processes within established procedures.
Experience coordinating work across multiple teams or business units to ensure information is shared and work is completed.

Responsibilities

Coordinate administrative operations by maintaining administrative records and tracking tools, managing calendars, scheduling meetings, preparing agendas, recording meeting notes, responding to inquiries, and supporting office communications.
Coordinate facility maintenance service requests by receiving and entering work orders, routing requests, monitoring progress, maintaining accurate records. Communicate with staff regarding service order status and expected timelines.
Coordinate employee travel by managing the Out-of-State Travel Plan, preparing travel requests, and ensuring approvals and documentation are complete. Track travel requests and provide guidance on travel procedures.
Provide general administrative support by maintaining electronic files, entering and tracking data, preparing and proofreading documents, distributing communications, and assisting with special projects.
Perform other duties as assigned.