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: Accomac Residency

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

Administrative Duties Receive information, compile and prepare specific responses and
reports. Prepare letters and memos regarding confidential and
sensitive issues.
Travel Track travel requisitions for unit managers and staff. Independently
makes travel arrangements and hotel reservations.
General Office Support 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.
Administrative
Coordination
Coordinate and schedule meetings with VDOT staff, local, state, and
federal elected officials, CTB members, 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 arrangements with hotels and
restaurants, arrange lodging, meals and equipment if needed.
Coordinate registration for staff for various conferences and
seminars.
3
Purchasing Make purchases in accordance with the agency's procurement
guidelines and process payment ensuring compliance with prompt
pay guidelines.
Records Management 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.
Administrative Support Provide diverse administrative and technical 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.
Requirements

Minimum Qualifications

• Skill in the use of computers and software applications to include Microsoft Office.
• Experience applying office business practices and principles.
• Ability to perform under pressure and meet deadlines.
• Experience applying executive administrative practices.
• Ability to compile, coordinate and prepare reports.
• Skill in filing and document management.
• Ability to communicate effectively orally and in writing.
• Skill in providing and promoting good customer service to internal and external customers.
• Ability to handle confidential and sensitive issues appropriately

Additional Considerations

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.

If selected as a finalist, you will undergo:
References and verification of work history, DMV Records Check, and fingerprint-based criminal history records check.

Contact Information

Name: Wesley Jones

Phone: 757-956-3289

Email: wesley.jones@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.