Program Assistant - Washington State Ferries

State of Washington • Kitsap County – Other, WA

6d • Onsite

About The Position

The Washington State Department of Transportation (WSDOT) is seeking a Program Assistant for the Eagle Harbor Maintenance Facility within Washington State Ferries (WSF). This role provides essential administrative and office support, coordinating administrative functions, managing office processes, and assisting leadership. The position contributes to the maintenance and readiness of WSF’s fleet, supporting safe and reliable ferry service. It also upholds WSF’s core values and strategic priorities during a significant transformation to decarbonize the system.

Requirements

• Experience performing a broad range of administrative and clerical functions, including supporting managers or senior staff, coordinating office activities, managing records, and ensuring timely completion of assignments.
• Experience using office software and business applications to create, edit, maintain, and organize documents, spreadsheets, reports, presentations, records, and correspondence.
• Experience preparing, editing, or reviewing business correspondence, reports, meeting materials, forms, or other professional written communications using appropriate grammar, formatting, and business writing practices.
• Experience communicating clearly and professionally with employees, customers, stakeholders, external organizations, and the public through in-person, telephone, email, or virtual interactions.
• Experience handling sensitive or confidential information and applying sound judgment when responding to inquiries, managing records, and supporting business operations.
• Experience establishing and maintaining effective working relationships with coworkers, managers, customers, external partners, or other stakeholders to support organizational goals.
• Experience organizing workload, prioritizing competing assignments, coordinating projects or activities, tracking deadlines, and maintaining accurate records in a fast-paced environment.
• Demonstrated ability to learn new processes, technologies, policies, or procedures and adapt effectively to changing priorities and business needs.
• Experience providing responsive, customer-focused support and taking action to meet the needs of internal and external customers.

Nice To Haves

• Experience providing administrative, office, or clerical support within a local, state, federal, tribal, or other public-sector organization.
• Knowledge of public agency administrative processes, policies, records management practices, purchasing procedures, travel processes, payroll support, or other government business operations gained through work experience or training.

Responsibilities

• Coordinate travel arrangements, reimbursements, and expense reporting for managers and staff.
• Provide administrative support to management, including scheduling meetings, managing correspondence, preparing reports, tracking budgets, and processing invoices.
• Support personnel-related activities, including onboarding and offboarding coordination, employee reimbursements, service awards, and attendance tracking.
• Coordinate office operations, records management, meetings, events, supplies, equipment, and other administrative functions for the Eagle Harbor Maintenance Facility.
• Serve as the departmental timekeeper by reviewing timesheets, monitoring leave, ensuring payroll compliance, and resolving payroll-related issues.
• Maintain departmental records, accounts, inventories, and vehicle-related documentation.
• Conduct research, compile data, prepare reports, and respond to inquiries in support of departmental programs, initiatives, and management needs.
• Uphold WSF’s strategic priorities (Service Excellence, Improved Communication, and Empowered People) and values (Serve, Grow, Trust, Respect, and Navigate).

Benefits

• Paid Leave – In addition to 12 paid holidays, full-time employees may earn up to 25 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed