Title: Administrative Assistant, Structure and Bridge

Hiring Range: $36,492 - $59,300

Pay Band: 3

Agency: VA Dept of Transportation

Location: Staunton District Office

Agency Website: https://www.virginiadot.org/

Recruitment Type: General Public - G

Job Duties

The position will coordinate workflow processes, represent the manager through internal and external contacts, maintain sensitivity and a working knowledge of organizational and work group situations and respond routinely to a variety of requests from agency management, employees and the general public. Specifically, some of the duties that this position will perform are below:

 Maintain schedules, agendas, calendars, meetings and interviews; track action items to ensure deadlines or requirements are met;
 Coordinate and reserve staff’s vehicle needs; pool car maintenance, inspection and mileage schedules;
 Manage telephone calls/take messages, review monthly call reports for section;
 Maintain Bridge staff organization charts, training & conference events, travel and accommodations, scheduling and reimbursements;
 Provide Bridge Program Funding assistance for Six Year Plan, Project Delivery and Bridge Maintenance budgets;
 Perform Bridge Data queries and sorting for various reports;
 Prepare weekly Bridge Infrastructure Condition Update Report;
 Perform small bridge inventory and office needs purchases;
 Ensure procurement policy compliance with Fiscal departments for all Bridge Section’s purchases;
 Copy and scan plots and prints;
 Prepare and file correspondence;
 Manage consultant invoices – perform monthly review, prepare and submit accounts payable documents;
 Enter time/leave for staff as needed;
 Utilize computer and software applications, such as MS Office, Excel, Access, and agency-specific programs;
 Maintain files and records management system for manager; update manuals, bulletin boards, lists and training requirements.

Minimum Qualifications

• Experience in office administration, customer service and effective communications with high-level governmental officials, international representatives, employees and public citizens.
• Knowledge of state government and VDOT operations, budget oversight methods, project management, data management and reporting.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Experience analyzing data and reaching logical conclusions, developing narrative and statistical reports and presentations, and assessing legislative information.
• Skill in the use of computers and software applications to include Microsoft Office products.
• Experience organizing office functions, prioritizing work assignments, interpreting policies and guidelines, analyzing work flow, managing projects, and managing budgets and fiscal responsibilities.
• Experience applying administrative and office procedures and practices.
• Knowledge of principles and processes of providing customer service, including needs assessment and prioritization.
• Experience applying records management procedures.
• Experience in administrative support duties, work flow analysis, project management, policy interpretation and application and fiscal processes

Preferred Qualifications:

• Experience interpreting and applying policies and procedures.
• Ability to work independently.
• Degree in business administration or related field.

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.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy. (only for eligible positions)

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.

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.

VDOT is an emergency response agency, therefore you will work outside of normal work hours during emergency operations when services are needed.

Contact Information:

Name: Michelle Small

Phone: 540-332-7794

Email: michelle.small@vdot.virginia.gov

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 Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.