H6020 - Administrative Asst Wage

Commonwealth of VA Careers; Fredericksburg (VA); On-site; USD 30,000 - 48,000; Part time

Job summary

Commonwealth of Virginia Careers is seeking an administrative coordinator to support VDOT and related offices in Fredericksburg, VA. The role involves scheduling meetings, preparing agendas, managing correspondence, and maintaining records within a fast-paced governmental environment.

The ideal candidate will have strong communication skills, proficiency in Microsoft Office, and the ability to work independently while meeting tight deadlines and regulatory requirements.

Qualifications

• Handle confidential information appropriately.
• Interpret and apply standard record retention practices and procedure.
• Perform under pressure and meet deadlines.
• Knowledge of executive administrative practices.
• Filing and document management.

Responsibilities

• Coordinate and schedule meetings with stakeholders.
• Prepare agendas, meeting minutes and track action items.
• Prepare letters and correspondence for internal and external contacts.
• Provide administrative support to managers and divisions.
• Maintain files, records and systems for assigned area.
• Process purchases in accordance with procurement guidelines.
• Provide clerical and office support including transcription and data editing.

Skills

Effective communication

Organizational skills

Time management

Report writing

Meeting coordination

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Hiring Range: $21.54 to $35.00

Full Time or Part Time: Part_Time

Additional Detail

Description for Candidates:

• Perform special duties as assigned. 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. 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.
• 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.
• 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.
• 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 communicate effectively orally and in writing.
• Ability to compile, coordinate and prepare reports.
• Ability to compile, coordinate and prepare reports.
• 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 office and business practices and principles.
• Skill in providing and promoting good customer service to internal and external customers.
• 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.
• 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.

Physical Requirements

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

VDOT Code of Ethics

Standards of Conduct