H5251 - Administrative Assistant Wage
About The Position
The Administrative Assistant provides administrative support to a manager, work group, section, district, division, or facility. The role coordinates workflow, communicates with internal and external contacts, and maintains current knowledge of related policies, procedures, and practices. Duties include coordinating and scheduling meetings with VDOT staff, elected officials, citizens, and other external participants; preparing agendas and minutes; tracking action items; and preparing correspondence. The position may coordinate functions and special events, arrange travel-related logistics and equipment, and register staff for conferences and seminars. The role also provides general clerical and office support, including handling communications, preparing correspondence and reports, transcribing and editing materials, assisting with training logistics, making purchases under agency procurement guidelines, processing payments in accordance with prompt-pay requirements, and maintaining files, records, and document systems. VDOT employees must follow the agency’s Code of Ethics and the Commonwealth’s Standards of Conduct. The position requires pre-employment screenings, which may include criminal-history and DMV checks, work-history verification, references, a physical, and a drug screen.
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
- Provide administrative support to a manager, work group, section, district, division, or facility.
- Coordinate workflow processes and communicate with internal and external contacts.
- 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 recipients within and outside VDOT.
- Coordinate functions and special events, including contacting attendees and arranging hotels, restaurants, lodging, meals, and equipment as needed.
- Coordinate staff registration for conferences and seminars.
- 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.
- Transcribe, format, and edit data and materials from notes and 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 files for pending items awaiting responses.
- Update documents, manuals, records, and lists.
- Pick up, sort, date, and route mail to appropriate staff.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
