Title: Administrative Assistant (WAGE) - Chantilly AHQ

State Role Title: Admin and Office Spec III (AOS III) - WAGE

Hiring Range: $21.13 - $34.33

Pay Band: NV 3

Agency: VA Dept of Transportation

Location: Chantilly/Clifton AHQ

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

Recruitment Type: General Public - G

Job Duties

This is a PART-TIME WAGE/HOURLY position with no state benefits provided. The position is Monday - Friday during normal business hours between 6:30am-3:30pm.

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

• Assist with managing the day-to-day operations of the Area Headquarters office, including file maintenance.
• Routinely handle phone calls, in-person contacts, and correspondence from various entities.
• Maintain Communication Logs and provide appropriate feedback to the Chain of Command.
• Prepare letters and memos regarding confidential and sensitive issues.
• Receive information, compile, and generate responses and/or reports.
• Maintain and update various project and special circumstance databases, such as flood areas, urgent debris logs, road closures, facility inspections, Adopt-A-Highway, FOIA requests, Tort Claims, etc.).
• Assist with the tracking and updating of the Area’s Budget Tracking system.
• Assist with auditing financial system data against Internal Budget Tracking system data to ensure accurate accounting for expenditures.
• Assist with requesting contract services, processing tickets, and verifying Unit of measure information.
• Assist the Area Headquarters with monitoring, updating, and generating reports in an asset management system to ensure that the Area Headquarters is meeting established metrics and business goals.
• Assist with the review of contracts to ensure compliance with specifications and vendor application processing program.
• Work with the Business Support section to ensure that all compliance status goals are met.

Minimum Qualifications

• Experience applying office business practices and principles to a broad variety of situations and tasks.
• Knowledge of budget management controls and procedures.
• Experience performing data entry into automated financial systems.
• Skill in performing administrative tasks, including preparing correspondence, assisting with purchasing, recording, and tracking of various assets, and use of database and electronic systems for records retention and management.
• Ability to compile, coordinate, and prepare reports.
• Skill in the use of computers and software applications including MS Office suite, specifically Excel.
• Skill in providing and promoting excellent customer service to internal and external customers.
• Skill in filing and document management.
• Ability to perform under pressure, meet deadlines, and handle confidential and sensitive issues appropriately.
• Ability to communicate effectively verbally and in writing.
• Ability to work independently and in a team environment.
• Valid Driver’s license.

Additional Considerations

• Experience working in a maintenance management organization, or related engineering/ transportation environment.
• Experience interpreting and applying policies and procedures.
• Familiarity with VDOT AHQ sites and organization.
• Experience implementing and managing workflows within an automated work management software package such as Vue Works, Agile Assets or other HMMS/CMMS products.
• Ability to research, analyze, track, reconcile, and coordinate a variety of issues and tasks related to budget administration.
• Experience working with work orders or a similar large volume database.
• A combination of training, experience, or education in the related field which demonstrates the ability to perform the duties of the position.

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.

Valid Driver’s License. Fingerprint based background check, references, work history, and DMV records check will be conducted.

All employees are required to work in emergency situations, to include weekends, holidays, and after normal business hours; assignments may vary based on business needs..

Contact Information

Name: Cheri Kelly

Phone: 703-259-1780

Email: cheri.kelly@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.