Title: Administrative Assistant - Hourly

State Role Title: Admin and Office Spec III

Hiring Range: $17.54 - $28.51

Pay Band: 3

Agency: VA Dept of Transportation

Location: Staunton District Office

Agency Website: https://www.vdot.virginia.gov/

Recruitment Type: General Public - G

What drives you? Whether it’s knowing the work you do makes a difference, having great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to your professional development...At the Virginia Department of Transportation, we have something for YOU!

Job Duties

The Virginia Department of Transportation (VDOT) Staunton District is seeking an Hourly Administrative Assistant who will be the first face employees, citizens, and contractors encounter as they enter the Staunton District Office! As the qualified candidate, you will:

• Provide administrative or technical support to a manager, work group, section or facility to include handling phone calls, contacts and communications from VDOT staff and others external to the organization.
• Provide clerical and administrative support to include preparing correspondence or reports.
• Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt pay guidelines.
• Assist with the scheduling and setups for training.
• 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. Coordinate functions and special events as needed, contacting attendees, making arrangements with hotels and restaurants, arrange lodging, meals and equipment if needed.
• Maintain files, records or systems for assigned area.
• Pick up mail, sort, date and route to appropriate staff members.

This is an HOURLY/WAGE POSITION, that is limited to 1500 hours per cycle year (May 1 – April 30 of each year) with an average of 29 hours per week. No state benefits provided. On site/Not a remote position.

Minimum Qualifications

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

Additional Considerations

• Experience interpreting and applying policies and procedures.
• Ability to work independently.
• A combination of training, experience, or education in General office Practices, Procedures or related field desired.

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.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides 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 is an Equal Opportunity Employer. For more information, please visit “Information for VDOT Employees and Applicants” at: http://www.virginiadot.org/jobs/information_for_employees.asp

We have Shared Values and a Code of Ethics which may be viewed at www.Virginiadot.org/about. Your success in our organization depends upon modelling these values, therefore please to review them and, if in agreement, we welcome you to apply.

Multiple positions may be filled from this posting.

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.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the PageUp System. State applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and or resume. 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. Submitting an incomplete state application, or a state application lacking in detail, may impact your interview eligibility.

Contact Information

Name: Ciara Diehl

Phone: 540-292-4079

Email: ciara.diehl@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.