23696 - Administrative Assistant

Job Description Provide administrative or technical support to a manager, work group, section or facility. Coordinate work flow 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, 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. Administrative Duties: Receive information, compile and prepare specific responses and reports. Prepare letters and memos regarding confidential and sensitive issues. Administrative Support: 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. 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. 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. Travel: Track travel requisitions for unit managers and staff. Independently makes travel arrangements and hotel reservations. What will make you successful: Ability to communicate effectively orally and in writing. Ability to compile, coordinate and prepare reports. Ability to handle confidential and sensitive issues appropriately. Ability to interpret and apply standard record and retention practices and procedures. Ability to perform under pressure and meet deadlines. Ability to prioritize, organize and communicate information. Ability to problem solve and use analytical skills effectively. Ability to read, interpret and apply policies and procedures. Ability to research, gather, and analyze data. Ability to work independently. Knowledge of business practices and principles. Knowledge of executive administrative practices. 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 communicate effectively orally and in writing. Ability to compile, coordinate and prepare reports. Ability to handle confidential and sensitive issues appropriately. Ability to perform under pressure and meet deadlines. Experience applying executive administrative practices. Experience applying office business practices and principles. Skill in filing and document management. 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. Additional Considerations: A combination of training, experience, or education in General office Practices, Procedures 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 Qualifications Physical Requirements Physical Requirements About Us 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. 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. Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer. Please be aware all VDOT positions require pre-employment screenings. These screenings may include the following: Fingerprint based Criminal History Background Check DMV Record Check Work History Verification References Pre-employment physical Drug screen

Created: 2026-03-04