Title: Administrative Assistant - Land Use - Hourly/Part Time

State Role Title: Admin and Office Spec III

Hiring Range: $18.86 - $30.66

Pay Band: 3

Agency: VA Dept of Transportation

Location: Williamsburg Residency

Agency Website: www.virginiadot.or/jobs

Recruitment Type: General Public - G

Job Duties

Core responsibilities for job & position

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.

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.

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.

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.


Required skills for job & position

• Skill in the use of computers and software applications to include Microsoft Office.

• Ability to perform under pressure and meet deadlines.

• Ability to problem solve and use analytical skills effectively.

• Knowledge of executive administrative practices.

• Ability to work independently.

• Ability to prioritize, organize and communicate information.

• Knowledge of business practices and principles.

• Ability to compile, coordinate and prepare reports.

• Ability to research, gather, and analyze data.

• Ability to read, interpret and apply policies and procedures.

• Ability to interpret and apply standard record and retention practices and procedures.

• 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.

Minimum Qualifications

• Experience applying office business practices, principles, as well as executive administrative practices.
• Demonstrated the ability to compile, coordinate and prepare reports.
• Demonstrated the ability to perform under pressure, meet deadlines, and handle confidential and sensitive issues appropriately.
• 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.
• Skill in filing and document management.

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.

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.

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 11:59 p.m. on the closing date

The decision to interview an applicant is based on the information provided in the application and optional resume; therefore, those who fully represent their qualifications and work history will be more successful with obtaining an interview. Submitting an incomplete application and/or resume lacking job history and relevant experience detail may impact interview eligibility. State applications submitted via email, postal mail, fax, or in person will not be considered.

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.

Contact Information

Name: Jennifer Bott

Phone: 757-956-3294

Email: [email protected]

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.