H5251 - Administrative Assistant Wage

Virginia Department of Transportation•Suffolk, VA

About The Position

The Administrative Assistant provides administrative support to a manager, work group, section, district, division, or facility and coordinates workflow processes. The role communicates with internal and external contacts, maintains current knowledge of related policies and procedures, and performs special duties as assigned. Responsibilities include coordinating and scheduling meetings with VDOT staff, elected officials, citizens, and other external participants; preparing agendas and minutes; tracking action items; preparing correspondence; and coordinating special events, travel arrangements, registrations, and equipment as needed. The position also provides general office and clerical support, handles communications, prepares correspondence and reports, formats and edits documents, supports training logistics, and may create and analyze reports and graphs. The Administrative Assistant makes purchases under agency procurement guidelines and processes payments in compliance with prompt-pay guidelines. The role maintains files, records, and assigned systems; tracks pending items; updates documents and records; and sorts and routes mail. VDOT employees must abide by the VDOT Code of Ethics and the Commonwealth’s Standards of Conduct.

Requirements

Ability to communicate effectively orally and in writing.
Ability to compile, coordinate, and prepare reports.
Knowledge of office and business practices and principles.
Skill in providing and promoting good customer service to internal and external customers.
Skill in using computers and software applications, including Microsoft Office.
Ability to handle confidential and sensitive issues appropriately.
Ability to interpret and apply standard records-retention practices and procedures.
Ability to perform under pressure and meet deadlines.
Knowledge of executive administrative practices.
Skill in filing and document management.

Nice To Haves

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

Responsibilities

Coordinate and schedule meetings with VDOT staff, elected officials, citizens, and other external participants.
Prepare meeting agendas and minutes, and track action items.
Prepare letters and other correspondence for individuals inside and outside VDOT.
Coordinate functions and special events, including contacting attendees and arranging lodging, meals, hotels, restaurants, and equipment as needed.
Coordinate staff registration for conferences and seminars.
Provide administrative support to a manager, work group, section, district, or division.
Handle phone calls, contacts, and communications from VDOT staff and external parties.
Prepare correspondence and reports, and provide guidance on standard operating policies and procedures.
Provide clerical and administrative support, including transcribing, formatting, and editing data and materials from notes or rough drafts.
Prepare outgoing correspondence; create and analyze reports and graphs as needed.
Assist with scheduling and setup for training.
Make purchases in accordance with agency procurement guidelines and process payments in compliance with prompt-pay guidelines.
Maintain files, records, and systems for the assigned area, including pending items awaiting responses.
Update documents, manuals, agency records, and lists.
Pick up, sort, date, and route mail to appropriate staff.
Perform special duties as assigned.
Comply with the VDOT Code of Ethics and the Commonwealth’s Standards of Conduct.