Administrative Assistant 5 | Director of the Budget & Financial Analysis

Salary : $49,404.00 – $66,420.00 Annually

Location : Thurston County – Olympia, WA

Job Type: Full Time – Permanent

Remote Employment: Flexible/Hybrid

Job Number: 23DOT-HQ-04389

Department: Dept. of Transportation

Division: Headquarters

Opening Date: 05/31/2023

Closing Date: 6/14/2023 11:59 PM Pacific

Description

About WSDOT
Washington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world’s longest floating bridge, and recently completed the world’s widest tunneling project.

The Opportunity
WSDOT is currently seeking a dedicated, energetic, and experienced senior administrative assistant who thrives in a fast-paced and dynamic environment. This position is located in Olympia Washington and eligible for telework. This position serves as the principal assistant to the Director of the Budget and Financial Analysis (BFA) division and the four Assistant Directors responsible for the Budget Office, Economic Analysis, and Financial Planning, the Public-Private Partnership Director regarding confidential and administrative matters. This position is responsible for accomplishing a variety of complex projects/tasks, making decisions, and acting for the directors regarding administrative items and issues, and coordinating and tracking the administrative functions of the BFA Division. The Administrative Assistant 5 will provide confidential administrative support for the directors to include maintaining outlook calendars; handling requests for appointments and group meetings; managing correspondence; monitoring email and using judgment to respond independently when necessary as well as managing the BFA division webpages. Our top candidate must be professional, organized, and reliable with the ability to work independently as a knowledgeable team member on a wide array of issues, projects, and tasks.
What to Expect
Among the varied range of responsibilities held within this role, the Administrative Assistant 5 will:

Independently provide support to the Budget and Financial Analysis Director, Public-Private Partnerships Director, and four Assistant Director’s for Budget, Economic Analysis, and Financial Planning.
Respond to requests for information via email and telephone calls and refer to appropriate staff for response.
Monitor BFA division budget, reports on performance between the budgeted amounts and actual expenditures.
Monitor and manage division budget and expenses; establishes work orders, processes invoices for payment and reconciles transactions utilizing the TRAINS and P-Card accounting system.
Determine need for office supplies and equipment; coordinate purchasing and maintenance of equipment and supplies, perform physical inventory of assets at Headquarter Building.
DOTtime timekeeper for BFA division staff.
Coordinate IT and telephone support for team computers and software.
Manage travel arrangements under WSDOT travel policies; this includes arranging for accommodations and transportation, preparing detailed itineraries, and processing travel reimbursements through department accounting system.
Work with Directors to coordinate the production of high-quality presentation materials and talking points during the legislative session and interim.
Assist in the review of presentations submitted by WSDOT programs, projects, and offices.
Work with department’s Printing Services to provide timely prints of presentations; help coordinate production of budget documents.
Lead legislative bill analysis process for BFA, this includes tracking legislative policy bills and assigning bills for review.

Qualifications
To be considered for this opportunity, the following are required:

Three (3) years of progressively responsible, recent experience providing professional-level administrative support to senior level managers.
Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
Experience composing, editing, and proofreading professional correspondence.
Ability to assist with coordination and assignment of bill analysis using LobbyGov.
Excellent customer service skills.
Excellent communication skills, both verbally and in writing with the ability to communicate with various customers by phone, video calls, email, or other written correspondence in a clear and concise manner.
Ability to travel to off-site meetings and trainings.
Ability to speak before groups effectively; compile written reports; obtain the cooperation of other departments and other governmental agencies; work effectively with others.

It is preferred that qualified candidates also have:

Knowledge of State governmental organization and administrative procedures; research methods and data collection; state and agency functional and personnel policies.
Experience in financial journalism and explaining complex ideas to a variety of audiences.
Experience with Microsoft SharePoint.
Experience and in-depth knowledge of government organization and administrative procedures and policies.
Ability to work independently and be flexible, professional, and highly motivated.

Important Notes

This recruitment may also be used to fill additional positions per business needs.
In addition to the salary range listed, a general wage increase of 4% will be applied for all state employees on July 1, 2023.
This position requires the ability to work a full-time schedule (40 hours a week) and additional hours during legislative session as business when necessary.
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 Information on other compensation types for non-represented positions can be found in of the Washington Administrative Code.
This position offers flexible/hybrid remote work options.
This position requires limited travel, primarily around the Olympia/Tumwater area. May include infrequent trips outside the Thurston County area for conferences and meetings.
In accordance with our collective bargaining agreements, employees in represented positions must be fully vaccinated against COVID-19. Exemption may be granted for religious or medical purposes; however, accommodations will be subject to approval based on the essential functions required of the position.
WSDOT does not use the E-Verify system. 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 individuals’ lifestyle. As such, there are a number of flexible schedule options available, including occasional telework 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 for more information.

Check out this video to learn more:

How to Apply
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. NOTE: This information may be entered in the “References” section of the online application; does not require an additional attachment.

Please click the “APPLY” button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.

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 include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

Contact us
For inquiries about this posting, you may contact the assigned Recruiter, Robyn Lovely at Please be sure to reference 23DOT-HQ-04389 in the subject line.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems’ web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

Please select the response that best describes your total years of recent experience providing professional-level administrative support to senior-level managers. (Experience as an AA4, AA3 or equivalent)

I have over seven (7) years of this experience.
I have 5 – 7 years of this experience.
I have 3 – 5 years of this experience.
I have less than three (3) years of this experience.

In reference to the question above, please briefly describe your experience. If you do not have this, please type N/A.

Which one of the following best describes your highest level of Microsoft Excel skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.))

I do not have enough skills to meet the definition of the Basic level below
BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks
INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios
EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions and arrays; uses information, date and time functions; uses advanced editing and formatting; advanced chart formatting; runs solver models and reports; embed and link information; set up customization including automation

Which one of the following best describes your highest level of Microsoft Outlook skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.))

I do not have enough skills to meet the definition of the Basic level below
BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes
INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-DO bar; customize message options; use the journal entry to track and record; assign, reply and track tasks; create public folders and send and post information
ADVANCED: Personalize with stationary and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages
EXPERT: Able to use and train others in all Outlook functions listed above

Which one of the following best describes your highest level of Microsoft Word skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.))

I do not have enough skills to meet the definition of the Basic level below
BASIC: Create, save, preview and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct
INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates
ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; track changes and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms
EXPERT: Able to use and train others in all Word functions listed above

Which one of the following best describes your highest level of PowerPoint skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.))

I do not have enough skills to meet the definition of the Basic level below
BASIC: Create, save, preview and print
INTERMEDIATE: Create slides; format text; add and modify graphics; create tables in presentation; imports charts
ADVANCED: Customize environment; set up a slide master; create custom layouts; add headers and footers; insert and modify SmartArt graphics; add special effect; customize slide animations; customize a design template; covert to video; secure and distribute
EXPERT: Able to use and train others in all PowerPoint functions listed above

Are you able and willing to work a full-time schedule, as well as additional hours as business may require?

Please select the response the best describes your total years of recent experience with LobbyGov

None
Novice: very little experience, but interested and willing to learn
Advanced Beginner some experience, but interested and willing to learn
Competent – working knowledge
Proficient -experience as a reviewer or assigning bills to others
Expert – exceptional knowledge, recognized as an expert user and experience teaching others how to use

Do you have recent experience and knowledge of state government organization and administrative procedures?

In reference to the question above, please briefly describe your experience. If you do not have this, please type N/A.

How did you learn of this employment opportunity?

Indeed
LinkedIn
Direct Email Notification
WSDOT social media (Twitter, Facebook, YouTube, etc)
Career Fair
Monster
WorkSource
Handshake
AASHTO
NACTO
COMTO
APWA
“NOW HIRING” banner/sign
Radio advertisement
WSDOT Employment Site
Careers.wa.gov
governmentjobs.com
Other (specify below)

If you selected ‘Other’ on the previous question, please specify how you learned of this employment opportunity in the space provided:

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