Title: Administrative Assistant-Part Time

State Role Title: Admin and Office Spec III

Hiring Range: $22.94-$37.27

Pay Band: NV 3

Agency: VA Dept of Transportation

Location: NOVA District Office

Agency Website: https://www.virginiadot.org/jobs/default.asp

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) Northern Virginia District is excited to offer and announce an opportunity to serve as a part-time/hourly Administrative Assistant for the front desk to support Building Operations.

This position is an hourly/wage position. Wage employees may not work more than 29 hours per work week on average over the course of a year and are limited to 1,500 hours within a 12-month period. No State benefits are provided.
The schedule will be PART TIME-Day shift during normal Business Hours M-F
This position is on site with no telework ability

Position specific responsibilities and duties will include, but not limited to:

Administrative Support: Primary point of contact and floater for mail room and reception activities. Assists with the district reception operations ensuring coverage for security accesses and greeting visitors. Provides information and distributes incoming and outgoing mail. Assists with pool car requests. Multi-tasks duties such as scheduling conference rooms and confirming appointments. Uses software applications to prepare correspondences, memos, compile data, and prepare monthly reports.

Records Management and Mailroom Support: Maintains the district’s records management system and electronic files. Maintains maintenance & service records of state vehicles; tracks and distributes parking stickers. Updates manuals and agency personnel lists. Updates and tracks Carpool requests. Receives, sends and distributes mail using FEDEX, certified mail and UPS mail; uses Pitney Bowes mail machine; orders postage supplies; generates monthly expenditure reports on postage and vehicle carpools.

Security and Badging Support: Assists to maintain security and badging activity for NOVA District identification and access control program; creates, deactivates, and tracks employee badges using an electronic database; schedules appointments for employees and contractors who require badges.

Additional duties may be assigned to include driving and servicing authorized vehicles.

Minimum Qualifications

Experience applying office business practices and principles to include program coordination.
Experience composing original correspondence; compile, coordinate and prepare reports.
Ability to research, gather and analyze information.
Ability to perform under pressure and meet deadlines.
Ability to handle confidential and sensitive issues appropriately.
Ability to communicate effectively orally and able to demonstrate technical writing skills.
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.
Must have a valid driver’s license.

Additional Considerations

Strong experience in providing excellent customer service and building positive relationships.
Experience serving as a receptionist.
Experience with SharePoint

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.

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.

RMS/PageUp provides a confirmation of receipt when your application 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.vdot.virginia.gov/policies/employees/.

We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.vdot.virginia.gov/about. Click on Mission statement, shared values, and code of ethics to review them and if in agreement, we welcome you to apply.

All candidates selected for an interview may be required to perform a skills demonstration as part of the interview process.

Fingerprint-based background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available. 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.

The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit “Information for VDOT Employees and Applicants”: http://www.vdot.virginia.gov/policies/employees.

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 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: https://www.dars.virginia.gov/drs/pathways/PWContact.aspx, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Danielle Rayner

Phone: 703-259-2378

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.