Executive Assistant - Lynchburg District Office

Title: Executive Assistant - Lynchburg District Office

State Role Title: Administrative and Office Specialist III

Hiring Range: $46,962 - $76,314

Pay Band: 3

Agency: VA Dept of Transportation

Location:Lynchburg District Office

Agency Website:www.vdot.virginia.gov/careers

Recruitment Type: General Public - G

Job Duties

The Lynchburg District administration section and district engineer are seeking a forward thinking, self-motivated individual to fill this important executive administrative assistant role. The successful candidate will function independently to provide high-level administrative support to the district engineer and staff by conducting research, preparing statistical reports, handling information requests and performing support functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings and travel. This position requires incumbent to handle highly confidential information and serve as the District's coordinator for Freedom Of Information Act (FOIA) requests. Incumbent will hold a small purchase charge card and be responsible for purchasing supplies/services and processing charges for timely payment. Incumbent will also assist the District's communications manager with communication efforts and activities as needed and assist the district maintenance engineer with processing and tracking status of crash reports and preparing packages for meetings.This position requires excellent customer service, proficient in MS Teams, SharePoint, OneDrive and Microsoft 365 suite, the ability to develop executive team agenda development, taking of meeting minutes and tracking progress of team and individual goals in a collaborative manner. This role is responsible for event planning as well.

Minimum Qualifications

Knowledge of administrative and office procedures and practices to include structure and content of the English language, meaning and spelling of words, and rules of composition and grammar. Knowledge of records management procedures. Knowledge of the principles and processes of providing excellent customer service, including needs assessment and prioritization. Ability to analyze data and reach logical conclusions, develop narrative and statistical reports and presentations, and assess legislative information. Ability to organize office functions, prioritize work assignments and complete them timely, interpret policies and procedures, analyze workflow, and manage projects and budgetary/fiscal responsibilities. Ability to maintain confidentiality of highly sensitive and confidential information. Strong skills in the use of computers and software programs to include SharePoint, social media communications, Outlook, Excel, Word and PowerPoint.

Additional Considerations

Experience in office administration, customer service and effective communications with high-level government officials, international representatives, employees, and public citizens. Knowledge of the Freedom of Information Act (FOIA). Knowledge of small purchase charge card (SPCC) management and policies. A combination of training, experience, or education in Business Administration or related field desired. Extensive experience in MS Teams, SharePoint, OneDrive and Microsoft 365 suite.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the PageUp System. State applications 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 resume. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information. Submitting an incomplete state application, or a state application lacking in detail, may impact your interview eligibility.

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.

We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.vdot.virginia.gov/about review them and; if in agreement, we welcome you to apply.

Fingerprint-based criminal history record check, references, work history and DMV driving record will be verified prior to employment. Valid driver's license required. Will be required to work outside normal hours in emergencies and inclement weather to include nights, weekends and holidays. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available. 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.

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": http://www.virginiadot.org/jobs/information_for_employees.asp

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 Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019.

Contact Information

Name: Shanon Gardner

Phone: 434-907-7704

Email: shanon.gardner@vdot.virginia.gov

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 AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.