Executive Assistant | Transportation Commission

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About the Transportation Commission

The Washington State Transportation Commission (WSTC) is a seven-member body of citizens appointed by the Governor for six-year terms. In addition, the WSDOT Secretary and a representative from the Governor’s Office serve as ex officio members. The WSTC provides an open public forum for transportation policy development, holding monthly meetings in Olympia and around the state. As the State Tolling Authority, the WSTC adopts state highway tolls and sets ferry fares. It reviews and assesses how the entire transportation system works across the state and issues the state’s 20-year statewide transportation plan, and conducts special studies and projects as directed by the Legislature.

Description

About the Transportation Commission

The Washington State Transportation Commission (WSTC) is a seven-member body of citizens appointed by the Governor for six-year terms. In addition, the WSDOT Secretary and a representative from the Governor’s Office serve as ex officio members. The WSTC provides an open public forum for transportation policy development, holding monthly meetings in Olympia and around the state. As the State Tolling Authority, the WSTC adopts state highway tolls and sets ferry fares. It reviews and assesses how the entire transportation system works across the state and issues the state’s 20-year statewide transportation plan, and conducts special studies and projects as directed by the Legislature.

The Opportunity

WSTC is seeking a highly organized and detail-oriented professional to serve as the Executive Assistant to the Executive Director and provide essential administrative, financial, and operational support to the agency and the Commission. This pivotal role is central to the day-to-day and strategic functions of the agency, ensuring smooth internal operations and supporting the fulfillment of the Commission’s legal mandates. The position will be responsible for managing all agency accounting functions, overseeing contract reporting and payment processing, coordinating timekeeping and reimbursement for staff and commissioners, and supporting the preparations for Commission meetings in both virtual and in-person formats. A successful candidate will demonstrate excellent judgment, discretion, and communication skills, along with a strong ability to manage complex administrative workflows, maintain accurate financial records, and meet reporting requirements to external agencies with precision and timeliness.

What To Expect

Among the varied range of responsibilities held within this role, the Executive Assistant will:

• Provide administrative, executive, and secretarial support to the Executive Director, Commission staff, and Commissioners.
• Manage the WSTC’s office operations and support the WSTC’s virtual and in-person meeting preparations including making all travel arrangements, arranging catering, securing hotel and meeting facilities, participating in site visits, and supporting meeting operations.
• Mange and handle all agency accounting functions and provide budget support; have authority for approval of all payment vouchers, journal vouchers and purchasing card transactions.
• Reconcile and approve payroll reports generated for the accounting and payroll offices at the Washington State Department of Transportation (WSDOT) review and process travel expense vouchers and payroll for staff and Commissioners.
• Provide oversight of the agency’s budget and spending plan, monitor projections and expenditures, and provide oversight of contract budgets and processing of payments.
• Manage correspondence on behalf of the agency in coordination with the Executive Director and communications staff, overseeing general customer service needs, addressing questions and inquiries, conducting research as needed to respond, and serving as the agency liaison and point of contact on general WSTC matters.
• Coordinate and manage schedules; etc.
• Manage agency print production, and collating of various outreach and educational materials for purposes of distribution at meetings, events, etc.
• Prepare orientation materials and train new Commissioners on policies and procedures related to business operations and requirements.
  
  

Qualifications

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

• Administrative and Executive Support: Significant experience providing professional level administrative support to senior level managers. Experience supporting the operational and legal functions of an agency, including preparing materials for commission or board meetings and coordinating internal processes. Proven ability to provide high-level administrative and confidential support to executive leadership, including managing calendars, correspondence, and meeting logistics. Skilled in independently prioritizing tasks, handling sensitive information with discretion, and managing multiple competing deadlines with accuracy and professionalism.
• Accounting, Payroll, and Agency Operations: Working knowledge of WSDOT or state accounting and payroll systems, procedures, and reporting requirements. Ability to accurately process financial transactions, manage reimbursement and timekeeping workflows, and support contract payment and reporting functions in compliance with state laws and regulations, and agency standards. Demonstrated attention to detail in financial recordkeeping and compliance tracking for external reporting.
• Technical Proficiency: Proficiency in the use of Microsoft Office applications including Word, Excel, Outlook, and PowerPoint to prepare professional documents, reports, and presentations. Skilled in using virtual meeting platforms such as Microsoft Teams and Zoom to coordinate and support remote and hybrid meetings. Ability to quickly learn and adapt to new software systems and digital collaboration tools.
• Communication and Relationship Management: Strong verbal and written communication skills, with the ability to prepare clear, professional communications and engage effectively with internal and external stakeholders. Demonstrated ability to build and maintain effective, respectful, and collaborative working relationships across organizational levels and functions. Comfortable representing the agency in interactions with commissioners, state agencies, vendors, and the public.
• Independence, Flexibility, and Mobility: Ability to work independently with minimal supervision, exercise sound judgment, and adapt to shifting priorities and responsibilities. Willingness and ability to travel throughout the state to support of in-person commission meetings and agency events as needed.
  
  

It Is Preferred That Qualified Candidates Also Have

• General knowledge of state government policies and procedures.
• Ability to multi-task and work with fluid schedules, especially during legislative session.
• Effective time and project management skills.
  
  

Important Notes

• 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.
• This position may require occasional travel including attending local Commission meetings around the state four (4) times a year.
• This position offers flexible/hybrid remote work options.
• WSTC does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit, please visit www.uscis.gov
  
  

Why Transportation Commission

• 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.
• Growth Opportunity – WSTC actively supports professional growth and development and encourages employees to seek opportunities to enhance their skill sets, incentivizing the growth of responsibilities within the organization.
• Paid Leave – In addition to 12 paid holidays, full-time employees earn up to 25 paid vacation days per year!
• Plan For Your Future – WSTC 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.
  
  

How To Apply

This recruitment is being managed by the Washington State Department of Transportation, on behalf of the WSTC. 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 of 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.

The Transportation Commission 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 at Robyn.Lovely@wsdot.wa.gov. Please be sure to reference 25WSTC-E047 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 WAC 357-31-165(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 WAC 357-31-165(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 WAC 357-58-175, 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, or for loss of pregnancy, are entitled to five (5) 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

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

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

Updated 07-21-2025

01

Please select the response that best describes your total years of experience providing professional level administrative support to senior level managers.

• I have over ten (10) years of this experience.
• I have 8 – 10 years of this experience.
• I have 7 – 8 years of this experience.
• I have 6 – 7 years of this experience.
• I have 5 – 6 years of this experience.
• I have 4 – 5 years of this experience.
• I have less than four (4) years of this experience.
• I do not have this experience.
  
  

02

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

03

Please Select All The Following You Have Knowledge Of

• Boards and commissions rules and regulations for Class Four Board with rule making authority
• State government policies and procedures
• WSDOT or state accounting/ payroll systems and requirements
• None of the above
  
  

04

Please select the response that best describes your total years of experience with WSDOT or state accounting/ payroll systems.

• I have over ten (10) years of this experience.
• I have 7 – 10 years of this experience.
• I have 5 – 7 years of this experience.
• I have 3 – 5 years of this experience.
• I have 1 – 3 years of this experience.
• I have less than one (1) year of this experience.
• I do not have this experience.
  
  

05

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

06

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
  
  

07

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
  
  

08

Which one of the following best describes your highest level of Microsoft TEAMS skills? (NOTE: 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: Can open TEAMS and send a messages to individuals; Navigate to call and begin call or meeting.
• INTERMEDIATE: Can send messages to groups of individuals; Can send files and photos in groups. Can navigate the TEAMS function.
• ADVANCED: Understand sites, permissions, user roles, content types, and best practices; Create, modify, and delete TEAMS channels; Utilize advanced functions as permissions allow.
• EXPERT: Able to use and train others in all SharePoint functions listed above
  
  

09

Please select the response that best describes your total years of experience coordinating schedules, managing multiple calendars and making travel arrangements.

• I have over ten (10) years of this experience.
• I have 7 – 10 years of this experience.
• I have 5 – 7 years of this experience.
• I have 3 – 5 years of this experience.
• I have 1 – 3 years of this experience.
• I have less than one (1) year of this experience.
• I do not have this experience.
  
  

10

In reference to the question above, please briefly describe your experience and include how many calendars and types of travel arrangements made. If you do not have this experience, please enter N/A.

11

This position requires the ability to occasionally travel throughout the state. Are you able and willing to travel?

• Yes
• No
  
  

12

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)
  
  

13

If You Selected 'Other' On The Previous Question, Please Specify How You Learned Of This Employment Opportunity In The Space Provided

• Required Question

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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