Job description

Title: Administrative Assistant - Northern Neck
Hiring Range: $39,239 - $63,764
Agency: VA Dept of Transportation
Location: Northern Neck Residency
Agency Website: https://www.virginiadot.org/jobs/
Recruitment Type: General Public - G
Job Duties
Core Responsibilities:
Administrative Support - Provide diverse administrative and technical support to a senior manager of a work group, section, district or division and Executive Staff.
Maintain manager's calendar scheduling meetings with internal and external customers. Receive information, compile and prepare specific responses and reports.
Routinely handle phone calls, in-person contacts and correspondence from agency personnel, citizens and government officials. Prepare letters and memos regarding confidential and sensitive issues.
Provide technical guidance on standard operating procedures, rules and regulations.
Purchasing - Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt pay guidelines.
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. Ensure deadlines are met relative to responses and correspondence. 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.
Travel - Track travel requisitions for unit managers and staff. Independently makes travel arrangements and hotel reservations.
FOIA Coordination - Serve as the primary contact for work group, section, district or division FOIA requests ensuring all requests and associated documents are keyed into the department's FOIA database. Track requests ensuring all responses meet appropriate deadlines and database is updated accordingly.
Records Management - Maintain files and records management system for manager.
Maintain follow up file for correspondence awaiting responses. Update manuals, agency officials and personnel lists as needed. Maintain all files so information can be easily retrieved. Pick up mail, sort, date and route to appropriate staff members. Assist manager in the review of important correspondence.
Position Specific Core Responsibilities:
Experience applying office business practices and principles.
Experience applying executive administrative practices.
Ability to compile, coordinate and prepare reports.
Ability to perform under pressure and meet deadlines.
Ability to handle confidential and sensitive issues appropriately.
Ability to communicate effectively orally and in writing.
Skill in the use of computers and software applications to include Microsoft Office.
Skill in providing and promoting good customer service to internal and external customers.
Skill in filing and document management.
Knowledge Skills Abilities:
Knowledge and application of agency policies and procedures.
Knowledge of executive administrative practices.
Knowledge of office business practices and principles.
Skill in the use of computers and software applications to include Microsoft Office.
Skill in providing and promoting good customer service to internal and external customers.
Skill in filing and document management.
Ability to perform under pressure and meet deadlines.
Ability to compile, coordinate and prepare reports.
Ability to work independently.
Ability to handle confidential and sensitive issues appropriately.
Ability to communicate effectively orally and in writing.
Minimum Qualifications

• Experience interpreting and applying policies and procedures.
• Ability to work independently.

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.
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.
This position requires physically demanding work in field conditions. Frequent climbing, crawling, stooping, lifting up to 50 pounds, working at heights, in confined spaces and traversing embankments is required.
This position is designated as essential to emergency operations and may be required to work outside of normal work hours, on weekends and holidays during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations to ensure the safety of the traveling public.
If selected as a finalist, you will undergo:

• References and verification of work history
• DMV Records Check
• Fingerprint-based criminal history records check

Special Instructions to Applicants
State applications will only be accepted as submitted online by 11:59 p.m. on the closing date through the Commonwealth of Virginia’s Job Board/Recruitment Management System.
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 Click Here.
VDOT is an Equal Opportunity Employer. For more information, please visit “Information for VDOT Employees and Applicants” Click Here.
We have Shared Values and a Code of Ethics. Your success in our organization depends upon modeling these values, therefore please, 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 Click Here.
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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 1-800-552-5019.

Location: 734 BARNFIELD ROAD, Warsaw, VA 22572

Job Type: Full-time

Pay: $39,239.00 - $63,764.00 per year

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