Administrative Assistant - Wage (Farmville Residency)

Title: Administrative Assistant - Wage (Farmville Residency)

State Role Title: Admin and Office Spec III

Hiring Range: $17.70 - 28.77

Pay Band: 3

Agency: VA Dept of Transportation

Location: Farmville Residency Office

Agency Website: www.vdot.virginia.gov

Recruitment Type: General Public - G

Are you driven by purpose, a commitment to excellence, and work life balance? Then VDOT has the opportunity for you! We are seeking administrative professionals to drive business operations of VDOT!

VDOT is seeking a wage (part-time) Administrative Assistant for the Farmville Residency. 

Job Duties

This is an hourly/wage position, limited to 1500 hours per cycle year with an average of 29 hours per week. No State/Medical benefits provided.

The wage (part-time) Administrative Assistant position provides 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 include:

• Receive information, compile and prepare specific responses and reports. Prepare letters and memos regarding confidential and sensitive issues.
• Track travel requisitions for unit managers and staff. Independently makes travel arrangements and hotel reservations.
• 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.
• 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.
• 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.

 

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.

Postings without a specified close date, can be closed after a five (5) consecutive workday minimum posting requirement has been met. State applications will only be accepted as submitted online by 11:55