Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $41,482 to $67,409

Pay Band: 3

Agency: VA Dept of Transportation

Location: Accomac Residency

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) Hampton Roads District is seeking an Administrative Assistant to provide administrative or technical support to a manager, work group, section or facility. Coordinate workflow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures and practices.

Core responsibilities for job & position:
Receive land use permit applications, issue permits and process payments from and refunds to permittees.
Receive information, compile and prepare specific responses and reports. Prepare letters and memos regarding confidential and
sensitive issues.
Track permit status from receipt of application to permit closeout. Prepare monthly and quarterly reports of permit activity. Process lane closure requests.
Track travel requisitions for unit managers and staff. Independently makes travel arrangements and hotel reservations.
Coordinate permit actions with applicants, permittees and Residency staff.
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.
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.
Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt
pay guidelines
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.
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.

Required skills for job & position:
• Skill in the use of computers and software applications to include Microsoft Office.
• Ability to perform under pressure and meet deadlines.
• Ability to problem solve and use analytical skills effectively.
• Knowledge of executive administrative practices.
• Ability to work independently.
• Ability to prioritize, organize and communicate information.
• Knowledge of business practices and principles.
• Ability to compile, coordinate and prepare reports.
• Ability to research, gather, and analyze data.
• Ability to read, interpret and apply policies and procedures.
• Ability to interpret and apply standard record and retention practices and procedures.
• 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.

VDOT is an emergency response agency, and this position may be designated to support emergency operations during certain situations. As such, you may occasionally be required to work an assignment that includes hours outside the normal work schedule including weekends and holidays. Not all designated employees are provided an emergency operations assignment.

We have Shared Values and a Code of Ethics. Your success in our organization depends upon modeling these values, therefore please review them and, if in agreement, we welcome you to apply.

In addition to a rewarding work experience, VDOT offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

Minimum Qualifications

• Skill in the use of computers and software applications to include Microsoft Office.
• Experience applying executive administrative practices.
• Ability to perform under pressure and meet deadlines.
• Experience applying office business practices and principles.
• Ability to compile, coordinate and prepare reports.
• Skill in filing and document management.
• Ability to communicate effectively orally and in writing.
• Ability to handle confidential and sensitive issues appropriately.
• Skill in providing and promoting good customer service to internal and external customers.

Additional Considerations

• Experience interpreting and applying policies and procedures.
• Ability to work independently.
• A combination of training, experience, or education in general office practices, procedures or related field desired.

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.

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.

State applications will only be accepted as submitted online by 11:55 p.m. on the closing date

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

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.

Contact Information

Name: Taylor Stump

Phone: 757-956-3292

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.