H7007 - Administrative Asst Wage

About the Role

Provide administrative support to a manager, work group, section, or facility. Coordinate workflow processes, communicate with internal and external contacts, and maintain current knowledge of related policies, procedures, and practices.

Responsibilities

• 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, including contacting attendees, making hotel and restaurant arrangements, and arranging lodging, meals, and equipment as 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 external parties.
  • Prepare correspondence or reports.
  • Provide guidance on standard operating policies and procedures.
• General Office Support:
  • Provide clerical and administrative support, including transcribing and editing data.
  • Format and edit materials from notes and rough drafts.
  • Prepare outgoing correspondence.
  • Create and analyze reports and graphs.
  • Assist with scheduling and setups for training.
• Purchasing:
  • Make purchases in accordance with the agency's procurement guidelines.
  • Process payments ensuring compliance with prompt pay guidelines.
• Records Management:
  • Maintain files, records, or systems for assigned areas.
  • Track pending items awaiting responses.
  • Update documents, manuals, or other agency official records and lists.
  • Pick up, sort, date, and route mail to appropriate staff members.

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 the use of computers and software applications, including Microsoft Office.
• Ability to handle confidential and sensitive issues appropriately.
• Ability to interpret and apply standard record retention practices and procedures.
• Ability to perform under pressure and meet deadlines.
• Knowledge of applying executive administrative practices.
• Skill in filing and document management.

Qualifications

• A combination of training, experience, or education in a general office environment or related field is desired.
• Ability to work independently.
• Experience interpreting and applying policies and procedures.

Physical Requirements

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