Title: Human Resources Assistant-Part Time

State Role Title: Admin and Office Spec III

Hiring Range: $24.10-$39.16 per hr

Pay Band: NV 3

Agency: VA Dept of Transportation

Location: NOVA District Office

Agency Website: www.vdot.virginia.gov

Recruitment Type: General Public - G

Job Duties

As an hourly position, there will be no state benefits, and the position is limited to working 1500 hours during a reporting year (May 1- April 30). This is an in-office position, with no option for telework. The position will work Monday-Friday, with an average of 29 hours per week.

The Virginia Department of Transportation (VDOT) Northern Virginia District is seeking an organized, detail-oriented individual to serve as an Hourly/Part Time Human Resources Assistant.

You will provide administrative support to the NOVA Human Resources Department by preparing detailed spreadsheets, enter data into various agency systems, assist with organizing recognition/award events, and function as a receptionist receiving calls and providing general information to internal and external customers. This position will also support the talent acquisition team in managing the pre-employment and onboarding processes.

Responsibilities include but may not be limited to:

Administrative Support – Compose, prepare, revise, and finalize correspondence, reports, memoranda and other written documents for HR Manager and staff. Track and organize appointments, calendars, files, conference calls, conferences, and other events. Establish and maintain files and track data as necessary. Prepare reports and letters; develop statistical reports ensuring accuracy and conformity of data. Answer phones, receive, retrieve, distribute, and administer mail and distribute documents accordingly.

Talent Acquisition- Track position and onboarding status management. Coordinate and process Criminal History Record Checks, DMV verifications, reference verifications, and pre-employment physicals. Provide current updates and communicate candidate statuses. Maintain I-9 records and assist with New Employee Orientation.

Benefits Administration Support – Respond to general inquiries from employees. Assist Benefits Administrator in processing and updating statuses of Disability, Retirement, and Workman’s Comp claims.

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.

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: http://www.virginiadot.org/about/missionandvalues.asp to review them and, if in agreement, we welcome you to apply.

Minimum Qualifications

• Ability to consistently interpret and apply policy and procedures.

• Ability to effectively and efficiently implement and assist with the Human resources programs and functions.

• Skill in operating office equipment and a variety of Microsoft Office Suite software.

• Knowledge of personnel practices and procedures of employment practices, health benefits and laws.

• Ability to work independently and as a team member.

• Ability to communicate effectively and professionally with all levels of employees within VDOT while maintaining appropriate confidentiality.

• Knowledge of applicable policies and procedures pertaining to state benefits.

Additional Considerations

• Experience in Human Resources, state benefits, administrative support, ATS and HRIS, and processing short term disability claims.

• A combination of training, experience, or education in Business, Human Resources Administration or related field desired.

• Strong Experience with Mail Merge and Excel

• HRCI or SHRM certification

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.

Position is designated as essential and, as such, will be required to work outside normal hours, weekends, and holidays during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. Travel may be required.

Contact Information

Name: Danielle Rayner

Phone: 703-259-2378

Email: danielle.rayner@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.