Address
Form of workTitle:Administrative Assistant - Salem Location & Design
State Role Title: Admin and Office Spec III
Hiring Range: $36,492- $59,000
Pay Band: 3
Agency: VA Dept of Transportation
Location:Salem District Office
Agency Website:https://www.jobs.virginia.gov
Recruitment Type: General Public - G
Job Duties
VDOT is seeking an Administrative Assistant to provide diverse administrative andtechnical support to senior management of a work group, section, district, or division. Thecurrent vacancy is located in the Salem District office and will support our Location & Design and Environmental sections. However, this recruitment may be used to fill additional vacancies within the Salem District.
Position will: perform general administrative duties; receive information/data and prepareresponses and reports; handle phone calls and correspondence from agency personnel, citizens, consultants, government officials, and others; prepare letters, memos, anddocumentation dealing with confidential and sensitive issues; maintain manager'scalendar, unit files, and records management systems, ensuring records retentionschedules are followed; and update unit manuals and officials/personnel lists.Interprets and applies basic policies and procedures related to financial transactions andgeneral business operations. Will process unit transactions including time andattendance, accounts payable, procurement, travel expenses, and other related fiscalservice transactions. Position will use financial software to collect and analyze data todevelop reports, graphics, and presentations.
Position will coordinate functions/special events, as needed, contacting attendees andmaking various arrangements, complete registration for staff for various conferences andseminars, and schedule and coordinate training for district unit employees. Makes travel arrangements andtracks travel requisitions for managers and staff.
Serves as the primary Freedom of Information Act (FOIA) contact for the work group andsection, ensuring all requests and associated documents are keyed into the FOIAdatabase timely. Properly tracks FOIA requests to ensure all responses meetappropriate deadlines.
Minimum Qualifications
You are minimally qualified if you have:
• Experience applying office business practices and principles and applying executiveadministrative principles.
• Skilled in the use of computers and software applications to include experience withMicrosoft Office (Word, Excel, PowerPoint) programs to prepare and editcorrespondence, create and maintain spreadsheets, and create presentations.
• Experience using financial software to complete tasks/data entry associated withaccounts payable, travel, time & attendance.
• Ability to compile, coordinate, and prepare reports.
• Skilled in filing and document management.
• Ability to perform under pressure and meet deadlines.
• Ability to handle confidential and sensitive issues appropriately.
• Ability to communicate effectively verbally and in writing.
• Skilled in providing and promoting good customer service to internal and external customers.
• Basic knowledge of business processes.
• Basic knowledge of records retention schedules.
• Demonstrated ability to follow directions, and to complete documentation/paperwork/submittals using effective communication skills and properspelling, grammar, and punctuation.
Additional Considerations
Preferred qualifications include:
• Experience in government business processes (may include procurement).
• Experience providing administrative support to executives/administrators.
• Experience with Microsoft SharePoint, Microsoft Teams, Google Applications & GIS.
• Experience with financial software such as Cardinal.
• Customer service experience working with citizens, consultants, contractors, andgovernment/committee officials handling confidential, complex, and sensitive issues.
• Experience in document management both automated and manual.
• Knowledge of Freedom of Information Act (FOIA) requirements.
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.
This position is designated as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response, and emergency operations.
A fingerprint-based criminal history background check is required. References, work history, and DMV records will also be verified. Employment is contingent upon successful completion of records check conducted by the agency.
We are a "Virginia Values Veterans" (V3) official certified company and state agency thatprovides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.
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: Tabatha Adkins
Phone: 540.750.5525
Email: tabatha.adkins@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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.
State Role Title: Admin and Office Spec III
Hiring Range: $36,492- $59,000
Pay Band: 3
Agency: VA Dept of Transportation
Location:Salem District Office
Agency Website:https://www.jobs.virginia.gov
Recruitment Type: General Public - G
Job Duties
VDOT is seeking an Administrative Assistant to provide diverse administrative andtechnical support to senior management of a work group, section, district, or division. Thecurrent vacancy is located in the Salem District office and will support our Location & Design and Environmental sections. However, this recruitment may be used to fill additional vacancies within the Salem District.
Position will: perform general administrative duties; receive information/data and prepareresponses and reports; handle phone calls and correspondence from agency personnel, citizens, consultants, government officials, and others; prepare letters, memos, anddocumentation dealing with confidential and sensitive issues; maintain manager'scalendar, unit files, and records management systems, ensuring records retentionschedules are followed; and update unit manuals and officials/personnel lists.Interprets and applies basic policies and procedures related to financial transactions andgeneral business operations. Will process unit transactions including time andattendance, accounts payable, procurement, travel expenses, and other related fiscalservice transactions. Position will use financial software to collect and analyze data todevelop reports, graphics, and presentations.
Position will coordinate functions/special events, as needed, contacting attendees andmaking various arrangements, complete registration for staff for various conferences andseminars, and schedule and coordinate training for district unit employees. Makes travel arrangements andtracks travel requisitions for managers and staff.
Serves as the primary Freedom of Information Act (FOIA) contact for the work group andsection, ensuring all requests and associated documents are keyed into the FOIAdatabase timely. Properly tracks FOIA requests to ensure all responses meetappropriate deadlines.
Minimum Qualifications
You are minimally qualified if you have:
• Experience applying office business practices and principles and applying executiveadministrative principles.
• Skilled in the use of computers and software applications to include experience withMicrosoft Office (Word, Excel, PowerPoint) programs to prepare and editcorrespondence, create and maintain spreadsheets, and create presentations.
• Experience using financial software to complete tasks/data entry associated withaccounts payable, travel, time & attendance.
• Ability to compile, coordinate, and prepare reports.
• Skilled in filing and document management.
• Ability to perform under pressure and meet deadlines.
• Ability to handle confidential and sensitive issues appropriately.
• Ability to communicate effectively verbally and in writing.
• Skilled in providing and promoting good customer service to internal and external customers.
• Basic knowledge of business processes.
• Basic knowledge of records retention schedules.
• Demonstrated ability to follow directions, and to complete documentation/paperwork/submittals using effective communication skills and properspelling, grammar, and punctuation.
Additional Considerations
Preferred qualifications include:
• Experience in government business processes (may include procurement).
• Experience providing administrative support to executives/administrators.
• Experience with Microsoft SharePoint, Microsoft Teams, Google Applications & GIS.
• Experience with financial software such as Cardinal.
• Customer service experience working with citizens, consultants, contractors, andgovernment/committee officials handling confidential, complex, and sensitive issues.
• Experience in document management both automated and manual.
• Knowledge of Freedom of Information Act (FOIA) requirements.
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.
This position is designated as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response, and emergency operations.
A fingerprint-based criminal history background check is required. References, work history, and DMV records will also be verified. Employment is contingent upon successful completion of records check conducted by the agency.
We are a "Virginia Values Veterans" (V3) official certified company and state agency thatprovides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.
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: Tabatha Adkins
Phone: 540.750.5525
Email: tabatha.adkins@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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.
