Administrative Assistant

The Virginia Department of Transportation (VDOT) is a state agency committed to maintaining and improving the transportation infrastructure across the Commonwealth of Virginia. VDOT manages the construction, maintenance, and operation of the state's roads, bridges, and tunnels, ensuring safe and efficient travel for the public. With a workforce driven by dedication, integrity, and public service, VDOT serves as a vital component in promoting the economic vitality and quality of life for all Virginians. As a dynamic organization, VDOT continuously adapts to advancements in infrastructure technology and evolving transportation needs, fostering a collaborative and inclusive work environment for its employees.

The role of Administrative Support Specialist at VDOT involves providing comprehensive administrative and technical support to managers, work groups, sections, or facilities to facilitate smooth and efficient operations. This position is primarily responsible for coordinating workflow processes and ensuring effective communication channels among internal departments and external contacts. The incumbent will play a key role in coordinating and scheduling meetings involving VDOT staff, elected officials at local, state, and federal levels, Commonwealth Transportation Board (CTB) members, citizens, and other stakeholders. Preparing detailed agendas, meeting minutes, tracking action items, and composing official correspondence are critical functions of the role. Additionally, the position demands organizing special events, coordinating registrations for staff attending conferences, making travel arrangements, and handling procurement activities in alignment with agency guidelines.

In this capacity, the Administrative Support Specialist acts as a liaison and an information coordinator, demonstrating expertise in maintaining up-to-date knowledge of relevant policies, procedures, and practices within the agency. The ability to handle confidential and sensitive matters with discretion is paramount. The specialist will engage in clerical tasks such as transcribing, editing, and formatting materials, providing general office support, and managing records and files meticulously. Proficiency with Microsoft Office applications and other software tools is essential to prepare reports, analyze data, and support training efforts.

The ideal candidate must possess strong communication skills, both oral and written, the ability to compile and present reports, a commitment to excellent customer service, and the capacity to work effectively under pressure while meeting deadlines. An understanding of business and executive administrative practices is fundamental, along with problem-solving, analytical capabilities, and independent work habits. This position offers an excellent opportunity for individuals committed to public service and professional growth within a reputable governmental agency that values ethical conduct and operational excellence. Employment type and salary details are typically competitive and aligned with state government standards, reflecting the essential role this position holds in supporting VDOT’s mission and ongoing projects.