Administrative Assistant

Title:Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $39,239 - $63,764

Pay Band: 3

Agency: VA Dept of Transportation

Location: District Hampt Rds

Agency Website: virginiadot.org

Recruitment Type: General Public - G

Job Duties

VDOT Hampton Roads District is pleased to announce an exciting opportunity for a self-motivated individual to provide administrative and clerical support for the Construction Group to coordinate programs/meetings, manage data/files, maintain spreadsheet and tracking logs, and communicate with a diverse group of customers effectively. Respond to telephone and written requests; and receive/screen calls, mail and visitors and forward to appropriate staff member. Position will maintain and update automated/manual filing systems; independently create complex high-level correspondence and communicate with office staff, VDOT personnel, public officials and general public; manage multiple priorities/assignments; create entries for our lane closure systems; manage new employee onboarding for construction inspection staff; and may be required to assist during emergency operations. Position will schedule, coordinate and make arrangements for meetings, special events, and conferences to include serving on planning committees.
Position interprets and applies basic policies and procedures related to financial transactions and general business operations. Will process transactions including time and attendance, accounts payable, procurement, small purchase charge card (SPCC), travel expenses, and other related fiscal transactions. Serves as the primary Freedom of Information Act (FOIA) contact for the work group.

Minimum Qualifications

• Knowledge of office practices/procedures
• Knowledge of business math, English, grammar and composition
• Advanced skill in operating computers and related software (MS Office and automated financial management systems) to include development of complex spreadsheets/ databases and presentations
• Demonstrated ability to communicate effectively both orally and in writing with diverse groups, all levels of management/staff, local officials and general public
• Ability to analyze, research, interpret and evaluate data
• Ability to plan, organize and set own priorities with minimal supervision
• Time/records management and organization/prioritization skills are essential
• Graduation from high school/GED with experience in office practices/procedures and/or training and education in a related field
• Valid driver’s license required
• Basis knowledge of government business processes. Knowledge of Freedom of Information Act (FOIA) requirement.

Additional Considerations

• Experience in government business processes, including procurement.
• Customer service experience working with agency personnel, citizens, contractors, government/committee officials handling confidential, complex, and sensitive issues.
• Experience handling multiple projects with high priorities in a fast-paced work environment.
• Knowledge of roadway construction or transportation engineering terminology and processes.

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 background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available.
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.
Applicants are expected to fully represent qualifications and work history. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information.
We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.virginiadot.org/about/missionandvalues.asp to review them and; if in agreement, we welcome you to apply.
Additional positions may be filled from this recruitment.

Contact Information

Name: Tina Kittrell

Phone: 757-956-3288

Email: christina.kittrell@vdot.virginia.giv

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.