Virginia Department of Transportation

Plans, builds, maintains Virginia transportation infrastructure

Administrative Assistant

Administrative SupportConfirmed live in the last 24 hours

Full-timeSuffolk, VA, USA$19.94 - $32.41In-person

About the Job

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.
VDOT employees must abide by VDOT’s Code of Ethics and the Commonwealth’s Standards of Conduct.

Responsibilities

Provide administrative support to a manager, work group, section, or facility.
Coordinate workflow processes and communicate with internal and external contacts.
Coordinate and schedule meetings with VDOT staff, local, state, and federal elected officials, citizens, and other external participants.
Prepare agendas and meeting minutes, and track action items.
Prepare letters and other correspondence for appropriate individuals 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 or reports and provide guidance on standard operating policies and procedures.
Transcribe and edit data, format and edit materials from notes and rough drafts, and type project-related materials.
Provide clerical and administrative support, prepare outgoing correspondence, and create and analyze reports and graphs as needed.
Assist with scheduling and setups for training.
Make purchases in accordance with agency procurement guidelines and process payments in compliance with prompt-pay guidelines.
Maintain files, records, or systems for the assigned area, including pending items awaiting responses.
Update documents, manuals, and other agency records and lists.
Pick up, sort, date, and route mail to appropriate staff members.
Perform special duties and other duties as assigned.

Desired Qualifications

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.

Perform special duties as assigned. Perform special duties as assigned. Provide administrative 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.

How you will contribute:

Administrative Coordination: Coordinate and schedule meetings with VDOT staff, local, state, and federal elected officials, 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 hotel and restaurant arrangements, arrange lodging, meals and equipment if needed. Coordinate registration for staff for various conferences and seminars.

Administrative Support : Provide diverse administrative 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.

General Office Support : 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.

Perform duties as assigned.:

Purchasing: Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt pay guidelines.

Records Management : 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.

What will make you successful:

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 the use of computers and software applications to include Microsoft Office.

Minimum Qualifications:

Ability to handle confidential and sensitive issues appropriately.

Ability to interpret and apply standard record retention practices and procedure.

Ability to perform under pressure and meet deadlines.

Knowledge of applying executive administrative practices.

Knowledge of office and business practices and principles.

Skill in filing and document management.

Additional Considerations:

A combination of training, experience, or education in a General Office Environment, or related field desired.

Ability to work independently.

Experience interpreting and applying policies and procedures.

Click below to learn more about the Competency Model associated with this Position:
Competency Model

Physical Requirements
Physical Requirements

VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct.
VDOT Code of Ethics
Standards of Conduct
Physical Requirements
Physical Requirements

Minimum Salary: 19.94

Maximum Salary: 32.41

About the Company

Virginia Department of Transportation

Plans, builds, maintains Virginia transportation infrastructure

The Virginia Department of Transportation (VDOT) manages Virginia’s transportation network. It plans, builds, maintains, and operates roads, bridges, and tunnels to keep travel safe and efficient. Its work includes long-range planning (looking 20–25 years ahead), transportation modeling for regional partners, and public outreach to keep citizens informed and involved, such as campaigns promoting safer roundabouts. Unlike private companies, VDOT is a state government agency funded to serve the public interest rather than earn profits. Its goal is to provide a reliable, safe, and accessible highway system for all Virginians and to address future transportation needs through coordinated planning and infrastructure projects.

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: Not listed

Recently Posted Jobs

Explore more opportunities at Virginia Department of Transportation

See more jobs