Title: Administrative Assistant (Martinsville Residency Office)

State Role Title: Admin and Office Spec III

Hiring Range: $36,492- $59,000

Pay Band: 3

Agency: VA Dept of Transportation

Location: Martinsville Residency

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

Recruitment Type: General Public - G

Job Duties

VDOT is seeking an Administrative Assistant to provide diverse administrative and
technical support to a senior manager of a work group, section, district, or division. The
current vacancy is located in the Martinsville Residency; however, this recruitment may be used to fill additional vacancies within the Salem District.

Position will: perform general administrative duties; receive information/data and prepare
responses and reports; handle phone calls and correspondence from agency personnel,
citizens, consultants, government officials, and others; prepare letters, memos, and
documentation dealing with confidential and sensitive issues; maintain manager’s
calendar, unit files, and records management systems, ensuring records retention
schedules are followed; and update unit manuals and officials/personnel lists.
Interprets and applies basic policies and procedures related to financial transactions and
general business operations. Will process unit transactions including time and
attendance, accounts payable, procurement, travel expenses, and other related fiscal
service transactions. Position will use financial software to collect and analyze data to
develop reports, graphics, and presentations.

Position will coordinate functions/special events, as needed, contacting attendees and
making various arrangements; complete registration for staff for various conferences and
seminars; and schedule and coordinate training for district unit employees. Makes travel
arrangements and tracks travel requisitions for managers and staff.

Serves as the primary Freedom of Information Act (FOIA) contact for the work group and
section, ensuring all requests and associated documents are keyed into the FOIA
database timely. Properly tracks FOIA requests to ensure all responses meet
appropriate deadlines.

Minimum Qualifications

You are minimally qualified if you have:
• Experience applying office business practices and principles and applying executive
administrative principles.
• Skilled in the use of computers and software applications to include experience with
Microsoft Office (Word, Excel, PowerPoint) programs to prepare and edit
correspondence, create and maintain spreadsheets, and create presentations.
• Experience using financial software to complete tasks/data entry associated with
accounts 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 proper
spelling, 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 Docs and/or Goggle
Sheets.
• Experience with financial software such as Cardinal.
• Customer service experience working with citizens, consultants, contractors, and
government/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 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 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.