Administrative Coordinator - Meetings & Records

Commonwealth of VA Careers; Suffolk (VA); On-site; USD 27,000 - 45,000; Part time

Job summary

Commonwealth of VA Careers seeks an Administrative Support Specialist to coordinate workflows, schedule meetings, prepare agendas and minutes, and handle correspondence for managers and staff. The role requires strong communication skills and attention to detail in a public sector environment.

The position involves purchasing under procurement guidelines, records management, and providing diverse administrative support across divisions.

Qualifications

• Ability to communicate effectively orally and in writing.
• Ability to compile and prepare reports.
• Knowledge of office and business practices.
• Strong customer service skills for internal and external customers.
• Proficiency with computers and software applications, including Microsoft Office.

Responsibilities

• Coordinate and schedule meetings with VDOT staff, local, state, and federal 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.
• 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.
• 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.
• Maintaining 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.

Skills

Effective communication

Report preparation

Office administration

Customer service

Computer literacy

Tools

Microsoft Office

Job description

Commonwealth of VA Careers seeks an Administrative Support Specialist to coordinate workflows, schedule meetings, prepare agendas and minutes, and handle correspondence for managers and staff. The role requires strong communication skills and attention to detail in a public sector environment.

The position involves purchasing under procurement guidelines, records management, and providing diverse administrative support across divisions.