Administrative Assistant 4
State of Washington, Spokane, WA, United States
Administrative Assistant 4
The Washington State Department of Transportation (WSDOT) is seeking a highly organized and detail-oriented Administrative Assistant 4 to support the Assistant Regional Administrator for Maintenance and Operations in Spokane, WA. This position provides advanced administrative, fiscal, and coordination support across multiple program areas, including maintenance, traffic engineering, facilities, and regional leadership teams. In addition to executive-level support, this position serves as the Special Events Program Coordinator, supports Eastern Region Emergency Operations Center (EOC) activities, and assists with organizational transportation and fleet program responsibilities. This role is essential to ensuring efficient office operations, effective cross-program coordination, and continuity of critical regional functions that support Washington's transportation system.
Among the varied range of responsibilities held within this role, the Administrative Assistant 4 will:
Provide advanced administrative support to the Assistant Regional Administrator for Maintenance and Operations, Maintenance Manager, Traffic Engineering Manager, and other Eastern Region office staff.
Supervise two Fiscal Specialist 1 employees, including assigning work, approving leave, supporting development, and initiating corrective action as needed.
Manage the Eastern Region main office reception area, including visitor services, phone system operations, mail and package handling, postage meter use, and logging receipts of funds, while coordinating coverage with administrative staff.
Perform administrative and fiscal duties, including correspondence, meeting support, voucher and purchasing card processing, timekeeping, travel arrangements, scheduling, records management, and office supply procurement within delegated authority.
Support Eastern Region Emergency Operations Center (EOC) activities, including emergency planning, training exercises, readiness assessments, meetings, and inventory coordination.
Serve as Special Events Program Coordinator by reviewing event requests, interpreting applicable laws and policies, and coordinating approvals with internal and external partners.
Assist the Organizational Transportation Officer with fleet management duties, including pool vehicle oversight, commute authorizations, violation tracking, maintenance coordination, and usage reporting.
Perform other duties as assigned, including backup support for executive and travel functions and assisting with onboarding and training of administrative staff.
To be considered for this opportunity, the following competencies are required:
Administrative & Operational Support
Experience in administrative, fiscal, clerical, or office support work.
Demonstrated ability to provide high-level administrative support to executives and multiple program areas, including managing schedules, coordinating meetings, preparing correspondence, and maintaining records.
Demonstrated ability to interpret and apply policies, procedures, and administrative guidelines to support office operations and decision-making.
Demonstrated ability to coordinate office operations, including reception coverage, mail distribution, and administrative workflows, to ensure continuity of business functions.
Fiscal & Budget Support
Demonstrated ability to monitor, track, and reconcile budgets, expenditures, and fiscal records to ensure accuracy and compliance with agency policies.
Demonstrated ability to process, review, and approve financial transactions (e.g., vouchers, purchasing card transactions, travel reimbursements) within delegated authority.
Demonstrated ability to analyze financial information and identify discrepancies, trends, or issues requiring resolution.
Supervision & Leadership
Demonstrated ability to supervise staff by assigning work, setting expectations, monitoring performance, and providing feedback and coaching.
Demonstrated ability to support employee development, address performance concerns, and recommend corrective actions in alignment with agency policies.
Demonstrated ability to foster a collaborative and respectful work environment that promotes teamwork and accountability.
Coordination & Stakeholder Engagement
Demonstrated ability to coordinate and communicate effectively with internal staff, leadership, external partners, and the public.
Demonstrated ability to build and maintain professional working relationships across multiple functional areas and organizational levels.
Ability to represent program or regional interests in meetings and coordinate follow-up actions.
Program & Project Support (EOC / Special Events / Fleet)
Experience in supporting program coordination activities such as emergency management planning, special events permitting, or fleet operations.
Demonstrated ability to research, interpret, and apply laws, policies, and procedures to program-specific functions (e.g., special events, emergency response, vehicle use).
Demonstrated ability to organize and maintain program documentation, inventories, and operational records.
Organization & Work Management
Demonstrated ability to manage multiple priorities, deadlines, and assignments in a fast-paced environment with minimal supervision.
Demonstrated ability to maintain accurate records and tracking systems with strong attention to detail.
Ability to communicate status updates, risks, and solutions effectively to leadership.
Growth Mindset
Actively demonstrates a commitment to learning and growth.
Service-Oriented
Demonstrates a willingness to take action to meet the needs of others.
It is preferred that qualified candidates also have:
Agency Systems:
Experience using WSDOT systems such as DOTtime and the Learning Management System (TLC).
Government Policies & Procedures:
Experience applying government administrative procedures, policies, and state regulations in a work setting.
Emergency Management / EOC Support:
Experience supporting emergency management or Emergency Operations Center (EOC) functions.
Important Notes
This recruitment may also be used to fill additional positions per business needs.
This position offers flexible/hybrid remote work options; however, employees should expect to work in the office approximately three days per week.
Statewide travel is an expectation of the position and may be required on a regular, sporadic, or as-needed basis.
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, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
Why WSDOT
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 individual's lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.
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. Go to State Benefits for more information.
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 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.
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
The Washington State Department of Transportation (WSDOT) is seeking a highly organized and detail-oriented Administrative Assistant 4 to support the Assistant Regional Administrator for Maintenance and Operations in Spokane, WA. This position provides advanced administrative, fiscal, and coordination support across multiple program areas, including maintenance, traffic engineering, facilities, and regional leadership teams. In addition to executive-level support, this position serves as the Special Events Program Coordinator, supports Eastern Region Emergency Operations Center (EOC) activities, and assists with organizational transportation and fleet program responsibilities. This role is essential to ensuring efficient office operations, effective cross-program coordination, and continuity of critical regional functions that support Washington's transportation system.
Among the varied range of responsibilities held within this role, the Administrative Assistant 4 will:
Provide advanced administrative support to the Assistant Regional Administrator for Maintenance and Operations, Maintenance Manager, Traffic Engineering Manager, and other Eastern Region office staff.
Supervise two Fiscal Specialist 1 employees, including assigning work, approving leave, supporting development, and initiating corrective action as needed.
Manage the Eastern Region main office reception area, including visitor services, phone system operations, mail and package handling, postage meter use, and logging receipts of funds, while coordinating coverage with administrative staff.
Perform administrative and fiscal duties, including correspondence, meeting support, voucher and purchasing card processing, timekeeping, travel arrangements, scheduling, records management, and office supply procurement within delegated authority.
Support Eastern Region Emergency Operations Center (EOC) activities, including emergency planning, training exercises, readiness assessments, meetings, and inventory coordination.
Serve as Special Events Program Coordinator by reviewing event requests, interpreting applicable laws and policies, and coordinating approvals with internal and external partners.
Assist the Organizational Transportation Officer with fleet management duties, including pool vehicle oversight, commute authorizations, violation tracking, maintenance coordination, and usage reporting.
Perform other duties as assigned, including backup support for executive and travel functions and assisting with onboarding and training of administrative staff.
To be considered for this opportunity, the following competencies are required:
Administrative & Operational Support
Experience in administrative, fiscal, clerical, or office support work.
Demonstrated ability to provide high-level administrative support to executives and multiple program areas, including managing schedules, coordinating meetings, preparing correspondence, and maintaining records.
Demonstrated ability to interpret and apply policies, procedures, and administrative guidelines to support office operations and decision-making.
Demonstrated ability to coordinate office operations, including reception coverage, mail distribution, and administrative workflows, to ensure continuity of business functions.
Fiscal & Budget Support
Demonstrated ability to monitor, track, and reconcile budgets, expenditures, and fiscal records to ensure accuracy and compliance with agency policies.
Demonstrated ability to process, review, and approve financial transactions (e.g., vouchers, purchasing card transactions, travel reimbursements) within delegated authority.
Demonstrated ability to analyze financial information and identify discrepancies, trends, or issues requiring resolution.
Supervision & Leadership
Demonstrated ability to supervise staff by assigning work, setting expectations, monitoring performance, and providing feedback and coaching.
Demonstrated ability to support employee development, address performance concerns, and recommend corrective actions in alignment with agency policies.
Demonstrated ability to foster a collaborative and respectful work environment that promotes teamwork and accountability.
Coordination & Stakeholder Engagement
Demonstrated ability to coordinate and communicate effectively with internal staff, leadership, external partners, and the public.
Demonstrated ability to build and maintain professional working relationships across multiple functional areas and organizational levels.
Ability to represent program or regional interests in meetings and coordinate follow-up actions.
Program & Project Support (EOC / Special Events / Fleet)
Experience in supporting program coordination activities such as emergency management planning, special events permitting, or fleet operations.
Demonstrated ability to research, interpret, and apply laws, policies, and procedures to program-specific functions (e.g., special events, emergency response, vehicle use).
Demonstrated ability to organize and maintain program documentation, inventories, and operational records.
Organization & Work Management
Demonstrated ability to manage multiple priorities, deadlines, and assignments in a fast-paced environment with minimal supervision.
Demonstrated ability to maintain accurate records and tracking systems with strong attention to detail.
Ability to communicate status updates, risks, and solutions effectively to leadership.
Growth Mindset
Actively demonstrates a commitment to learning and growth.
Service-Oriented
Demonstrates a willingness to take action to meet the needs of others.
It is preferred that qualified candidates also have:
Agency Systems:
Experience using WSDOT systems such as DOTtime and the Learning Management System (TLC).
Government Policies & Procedures:
Experience applying government administrative procedures, policies, and state regulations in a work setting.
Emergency Management / EOC Support:
Experience supporting emergency management or Emergency Operations Center (EOC) functions.
Important Notes
This recruitment may also be used to fill additional positions per business needs.
This position offers flexible/hybrid remote work options; however, employees should expect to work in the office approximately three days per week.
Statewide travel is an expectation of the position and may be required on a regular, sporadic, or as-needed basis.
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, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
Why WSDOT
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 individual's lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.
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. Go to State Benefits for more information.
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 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.
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