Administrative Assistant

Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $19.94/hr. to $32.41/hr.

Pay Band: 3

Agency: VA Dept of Transportation

Location: Hampton Roads District Office

Agency Website: www.virginiadot.org/jobs

Recruitment Type: General Public – G

Job Duties

This position is an hourly position. Hourly employees may not work more than 29 hours per work week/per month on average over the course of a year and are limited to 1,500 hours within a 12-month period. No State benefits are provided.

The Virginia Department of Transportation (VDOT) Hampton Roads District is seeking an Hourly Administrative Assistant to provide administrative support to a manager, work group, section, or facility. Coordinate workflow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures, and practices

Core responsibilities for job & position:

Provide clerical and administrative support. Transcribe and edit data, format, and edit from notes and rough drafts, and type materials related to specific projects. Prepare outgoing correspondence. May create and analyze reports and graphs. Assist with the scheduling and setups for training.

Provide diverse administrative support to a manager, work group, section, district, or division. Handle phone calls, contacts, and communications from VDOT staff and others external to the organization. Prepare correspondence or reports. Provide guidance to standard operating policies and procedures.

Maintain files, records, or systems for assigned area. Maintain files for pending items awaiting responses. Update documents, manuals, or other agency officials records and lists. Pick up mail, sort, date, and route to appropriate staff members.

Make purchases in accordance with the agency’s procurement guidelines and process payment ensuring compliance with prompt pay guidelines.

Coordinate and schedule meetings with VDOT staff, local, state, and federal elected officials, citizens, and other external participants. Prepare agendas, meeting minutes and track action items. Prepare letters to appropriate individuals within and outside VDOT. Coordinate functions and special events as needed, contacting attendees, making hotel and restaurant arrangements, arrange lodging, meals and equipment if needed. Coordinate registration for staff for various conferences and seminars.

Required skills for job & position:

• Ability to communicate effectively orally and in writing.
• Ability to compile, coordinate and prepare reports.
• Skill in the use of computers and software applications to include Microsoft Office.
• Skill in providing and promoting good customer service to internal and external customers.
• Knowledge of office and business practices and principles.

Minimum Qualifications

• Knowledge of office and business practices and principles.
• Ability to interpret and apply standard record retention practices and procedure.
• Ability to perform under pressure and meet deadlines.
• Knowledge of applying executive administrative practices.
• Skill in filing and document management.
• Ability to handle confidential and sensitive issues appropriately.

Additional Considerations

• Ability to work independently.
• A combination of training, experience, or education in a General Office Environment, or related field desired.
• Experience interpreting and applying policies and procedures.
• Knowledge of basic accounting, math and business principles.
• Working knowledge of polices/procedures related to time and attendance, accounts payable, accounts receivable, procurement, inventory, and travel.
• Experience procuring goods and services including requisition, purchase orders, and Small Purchasing Credit Card (SPCC).
• Experience using Cardinal or a similar automated financial management system preferred.
• Knowledge and experience with contract administration.
• Knowledge and experience performing account reconciliations.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Fingerprint-based criminal history background check, DMV driving record check, references, and work history will be required prior to employment. Valid driver’s license required.

Position is designated as essential and, as such, will be required to work outside normal hours, weekends, and holidays during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. Travel may be required.

VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

Contact Information

Name: David Keesee

Phone: 757-956-3291

Email: David.Keesee@vdot.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

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