Title: Administrative Assistant - Hourly/Wage

State Role Title: Admin and Office Spec III

Hiring Range: $19.99 - $32.49 per hour

Pay Band: 3

Agency: VA Dept of Transportation

Location: Tappahannock AHQ

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

Recruitment Type: General Public - G

Job Duties

This is an hourly/wage position and is limited to 1500 hours within a 12-month period/average up to 29 hours per week. This position is not eligible for the state benefit package.

*This position has the ability to work out one of the following offices: Fredericksburg District Office, Northern Neck Residency or Saluda Residency.

Would you like to build a career that will offer you long-term career opportunities? Do you strive to serve others and make the place where you work and live a better place to be? Then consider working for the Virginia Department of Transportation (VDOT), Fredericksburg District. We serve the citizens of the Commonwealth and travelling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality of life.

We are the third largest state-maintained highway system in the country, maintaining over 58,000 miles of roads, bridges, and tunnels, employing over 7700 people through a diverse workforce consisting of classified and hourly employees. Our strong culture focuses on:

⢠teamwork
⢠transparency
⢠creativity and collaboration that values differences,
⢠nimble learning

We are seeking an Administrative Assistant interested in joining our team to provide administrative and technical support to Traffic Engineering. As Administrative Assistant, you will routinely communicate with diverse internal and external stakeholders within VDOTâs Fredericksburg District, external organizations, and its surrounding communities, i.e. Consultants, Engineers, Contractors, City and Area Headquarter representatives and citizens.

Core Responsibilities may include:

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.

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.

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.

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.

Minimum Qualifications

Education level for job \u0026 position:
⢠High school diploma or GED preferred; equivalent experience or training may substitute for education.

Experience level for job \u0026 position:
⢠Experience working in a general office environment performing a variety of administrative tasks.

Minimum qualifications for job \u0026 position:
⢠Skill in the use of computers and software applications to include Microsoft Office.
⢠Experience applying office business practices and principles.
⢠Ability to perform under pressure and meet deadlines.
⢠Experience applying executive administrative practices.
⢠Ability to compile, coordinate and prepare reports.
⢠Skill in filing and document management.
⢠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.

Additional Considerations

⢠Experience interpreting and applying policies and procedures.
⢠Ability to work independently.
â¢Experience compiling, coordinating and preparing reports.
â¢Experience with document management and informational databases.
â¢Knowledge and experience in the highway safety field.
â¢Knowledge of basic safety and OSHA procedures and regulations.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to â Your Applicationâ in your account to check the status of your application for this position.

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

Fingerprint based background check, references, work history and DMV records will be verified prior to employment. Selected applicants holding a valid CDL must complete a pre-employment physical and drug screen, otherwise applicants will be required to complete a pre-employment physical.

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.

Contact Information

Name: Priya Paranthaman

Phone: 540-670-0528

Email: priya.paranthaman@VDOT.Virginia.gov

In support of the Commonwealthâs 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 \u0026 Rehabilitative Services (DARS), or the Department for the Blind \u0026 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.