Virginia State Government Administrative Assistant - Hourly (NOVA District) in Fairfax, Virginia

Position Information

Job Description

Process Freedom of Information (FOIA) inquiries, payments, coordinate and follow-up to ensure all documents are provided from VDOT staff within the appropriate timeline of the FOIA request. Compose written responses to FOIA requests.

Track and maintain records of documents/materials. Oversee the subpoena process on behalf of the NOVA District by assisting to obtain court ordered materials/documents within the departments used in litigation. Compile information and forward to the CO Division.

Assist as needed in security and badging by tracking using Excel spreadsheets, schedule appointments for employee badging, create and distribute badges, monitor the VCIN training for those employees located at PSTOC, and track monthly reports for those employee badges that are due to expire. Retain records of all badging activity.

May assist with District reception operations ensuring coverage for security access, greeting visitors and providing information, and distributing incoming and outgoing mail.

Records Management – Maintain files and records management system. Maintain follow-up file for correspondence awaiting responses. Update manuals, agency officials and personnel lists as needed. Maintain files so information may be easily retrieved.

Assist with NOVA District identification and access control program- Serve as a contact for the NOVA Badging system. Ensuring processes and procedures are followed.

This is a wage/hourly position, no state benefits are provided.

VDOT employees have Shared Values and Code of Ethics, ( We encourage all those who apply to review these values and ethics. If you share our values, we invite you to apply. Your success in our organization depends upon sharing these values and keeping this Code of Ethics.

Minimum Qualifications

Experience applying office business practices and principles to include program coordination.

Ability to compose original correspondence, 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 to be able to demonstrate technical writing skills.

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

Strong ability to excel in customer service and build positive relationships.

Some experience with SharePoint desirable.

Some experience with technical writing.

Skill in the use of specific software applications such as Photoshop and Adobe.

Some experience applying FOIA or related administrative policies/procedures with the ability to work independently.

Graduation from high school or an equivalent combination of education, training and experience which demonstrates the ability to perform the duties of the position.

Special Requirements

Valid Driver’s License. Fingerprint based background check, references, work history, and DMV records check will be conducted.

All employees are required to work in emergency situations, to include weekends, holidays, and after normal business hours; assignments may vary based on business needs.

Special Instructions to Applicants

PLEASE NOTE: This position is an hourly/wage position. Wage employees may not work more than 29 hours per work week on average over the course of a year and are limited to 1,500 hours within a 12 month period. No State benefits are provided.

State applications will only be accepted as submitted online by 11:59 pm on the closing date through the Recruitment Management System (RMS). 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. 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.

This website will provide a confirmation of receipt when the application is submitted successfully. Please refer to “Your Application” in your RMS Account to check the status of your application for this position.

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”:

Contact Information


Northern Virginia District Human Resources




4975 Alliance Dr. Fairfax, VA 22030

Working Title: Administrative Assistant - Hourly (NOVA District)

Role Title: Admin and Office Spec III - 19013

Job Open Date: 05/11/2018

Job Close Date: 05/25/2018

Is this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?: No

Hiring Range: $18.45 p/hr to $27.00 p/hr

Agency: Dept of Transportation (501)

Agency Website:

Location: Fairfax County - 059

Position Number: H9244

Job Posting Number: 1037829

Type of Recruitment: General Public - G

Does this position have telework options?: Yes

Bilingual/Multilingual Skill Requirement/Preference: No

Job Type: Hourly/Wage

Job Type Detail: Wage Non-Faculty- W-1

Pay Band: 03