**Please see Special Instructions for more details.**

Multiple positions may be filled from this recruitment. State applications and/or resumes will only be accepted as submitted online by 11:59 p.m. on the closing date through the state applicant tracking system, Recruitment Management System (RMS). State applications and/or resumes submitted via email, postal mail, fax, or in person will not be considered.

Applicants are expected to fully represent qualifications and work history on the State application and/or an uploaded resume to be considered for this position. The decision to interview an applicant is based on the information provided in the application and/or resume. The state application tracking system will provide a confirmation of receipt when your application and/or resume is submitted successfully. Please refer to Your Application in your state profile account to check the status of your application for this position. Multiple positions may be filled from this recruitment.

The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit Information for VDOT Employees and Applicants at: http://www.virginiadot.org/jobs/information_for_employees.asp

NOTICE VDOT will record information from the Form I-9 (Employment Eligibility Verification) on each new employee into the Federal E-Verify system to confirm identity and work authorization. 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. Working Title Administrative Assistant - Transportation Planning (Hampton Roads District) Role Title Admin and Office Spec III - 19013 Location Suffolk - 800 Job Description The Virginia Department of Transportation (VDOT ) is excited to offer and announce an exciting opportunity to serve as an Administrative Assistant for the Transportation Planning Section and as needed for the Planning and Investment Management (PIM ) Directorate in the Hampton Roads District. You will be providing impactful and meaningful work that Keeps Virginia Moving!

Competitive candidates will have an established and proven background in providing excellent customer service and the ability to manage multiple tasks with differing and competing deadlines.

Candidates should be excellent communicators and have the ability to manage multiple systems that support cross-functional business needs as well as the ability to work independently as well as in a team environment.

Position specific responsibilities and duties will include, but not limited to:

**Administrative Support** Provide diverse administrative and technical support to a senior manager of a work group, section, district or division and Executive Staff. Maintain managers calendar scheduling meetings with internal and external customers. Receive information, compile and prepare specific responses and reports. Routinely handle phone calls, in-person contacts and correspondence from agency personnel, citizens and government officials. Prepare letters and memos regarding confidential and sensitive issues. Provide technical guidance on standard operating procedures, rules and regulations. Data entry as needed.

**Purchasing** - Make purchases in accordance with the agencys procurement guidelines and process payment ensuring compliance with prompt pay guidelines.

**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 . Ensure deadlines are met relative to responses and correspondence. 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.

**Travel** - Track travel requisitions for unit managers and staff. Independently makes travel arrangements and hotel reservations.

**FOIA Coordination** Serve as the primary contact for work group, section, district or division FOIA requests ensuring all requests and associated documents are keyed into the departments FOIA database. Track requests ensuring all responses meet appropriate deadlines and database is updated accordingly.

**Records Management** Maintain files and records management system for manager. Maintain follow-up file for correspondence awaiting responses. Update manuals, agency officials and personnel lists as needed. Maintain all files so information can be easily retrieved. Pick up mail, sort, date and route to appropriate staff members. Assist manager in the review of important correspondence.

VDOT employees serve the citizens of the Commonwealth and travelling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality of life. VDOT is the third largest state maintained highway system in the country, maintaining over 58,000 miles of roads, bridges, and tunnels, and employing over 7700 people through a diverse workforce. Our culture includes teamwork, transparency, nimble learning, creativity and collaboration that values differences.

In addition to a rewarding work experience, VDOT offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

We are a Virginia Values Veterans (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application : https://dvsv3.com/

VDOT is an Equal Opportunity Employer. For more information, please visit Information for VDOT Employees and Applicants : https://www.virginiadot.org/jobs/information_for_employees.asp

We have Shared Values and a Code of Ethics. Your success in our organization depends upon modeling these values, therefore please to review them and, if in agreement, we welcome you to apply. http://www.virginiadot.org/about/missionandvalues.asp

Multiple positions may be filled from this recruitment. Minimum Qualifications

* Experience applying office business practices and principles.

* Experience applying executive administrative practices.

* Ability to compile, coordinate and prepare reports.

* Ability to perform under pressure and meet deadlines.

* Ability to handle confidential and sensitive issues appropriately.

* Ability to communicate effectively orally and in writing.

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

* Skill in providing and promoting good customer service to internal and external customers.

* Skill in filing and document management.

Preferred Qualifications

* Experience interpreting and applying policies and procedures.

* Ability to work independently.

* Experience conducting data research.

* Experience with data validation.

* Experience with the State Transportation Improvement Program (STIP ).

* Experience with the Transportation Improvement Program (TIP ).

Special Requirements This position will require:

A valid drivers license.

A fingerprint based background check, references, work history, and DMV records check.

This position may require occasional in-state and overnight travel. Multiple positions may be filled from this recruitmen