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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 Secretary Supervisor for the Olympic Region (OR) in Lacey, WA. This position supervises four Secretary Seniors and coordinates distribution of work for several OR headquarter offices, as well as provides direct secretarial support for the Region Traffic Office. Incumbent ensures effective and efficient customer service to OR employees and supervisors, provides research and guidance, ensures compliance with procedures and regulation, develops standardized procedures, and ensures multiple units receive the needed administrative support. This individual will act as a liaison with organization managers to determine the level of administrative/secretarial support needed to meet day to day business operations and co-coordinates work assignments. In this role, you will be a working supervisor and provide support based on the Region’s workload and contribute to the mission of the agency by servicing as a knowledgeable, approachable, and customer focused resource for employees and management. 
 
What to Expect
Among the varied range of responsibilities held within this role, the Secretary Supervisor will:
  • Supervise and oversee the functions of assigned team. 
  • Provide training and professional development opportunities to ensure staff have the knowledge skills, and resources to provide effective and efficient services. 
  • Monitor employee productivity and provide constructive feedback and coaching; take corrective action where needed; complete performance evaluations.
  • Set performance goals and deadlines that consider multiple factors such as payroll deadlines, workload, and employee expectations. 
  • Evaluate staffing levels and lead the selection and onboarding process of the team, to include interview and recommendation of candidate(s).
  • Organize workflow and schedules staff.
  • Act as a point of contact for employees, managers, external customers, and payroll staff. Process payroll and vendor payments.
 
Qualifications
To be considered for this opportunity, the following are required:
  • Two (2) years of increasingly responsible office experience (work that supports office operations) in a professional work environment, or equivalent combination relevant education/experience.
  • Experience as a supervisor providing office support in a professional environment.
  • Experience in utilizing a standard office equipment and various commercial software (Microsoft Word, Excel, Outlook, etc.)
  • Experience in communicating with various staff and customers via phone, e-mail, or other written correspondence in a clear and concise manner.
  • Experience editing, proofreading, and drafting memos and other forms of professional correspondence. Skills to work effectively in a diverse and fast paced environment.
  • Experience prioritizing multiple assignments in an office environment.
  • Skills to handle escalated inquires and complaints promptly and courteously. 
  • Experience in payroll/timekeeping or other equivalent accounting function.
  • Experience making vendor payments 

It is preferred that qualified candidates also have:
  • An Associate’s degree from an accredited college or business school.
  • One (1) year experience supervising a team of four or more providing office support in a professional environment. 
  • Experience coordinating and providing professional development and training for clerical staff.
  • Experience in maintaining, monitoring, and evaluating budgets and schedules. 
  • Experience with fiscal management software programs.
  • Knowledge of Fair Labor Standards Act (FLSA), Collective Bargaining Agreements, and policies/procedures regarding leave and employee compensation.
 
Important Notes 
  • This recruitment may also be used to fill additional positions per business needs.  
  • This position offers flexible/hybrid remote work options.
  • Core business hours are Monday-Friday, 8am-5pm.
  • Washington Administrative Code (WAC) 357-16-197 mandates that all employees who work for executive cabinet agencies (which includes the Department of Transportation) must be fully vaccinated against COVID-19. Compliance with this mandate is a condition of employment with WSDOT. 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 earn a minimum 14 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.
 
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, Alyssa Nastasi at NastasA@wsdot.wa.gov. Please be sure to reference 22DOT-OR-32607e in the subject line.