Administrative Assistant

Title : Administrative Assistant

State Role Title : Admin and Office Spec III

Hiring Range : $25 / hr

Pay Band : Wage ( part-time)

Agency : Dept of Veterans Services

Location : JAMES MONROE BUILDING

Agency Website : www.dvs.virginia.gov

Recruitment Type : General Public - G

Job Duties

The Virginia Department of Veteran Services is seeking a experienced administrative assistant to provide administrative and operational support primarily to the Business Manager, the VVFS Director, the SOS Director, Deputy Director and Housing & Criminal Justice Director for Virginia Veteran and Family Support and the Suicide Prevention and Opioid Addiction Services Programs. The Operations Assistant (OA) will operate in a detailed, fact paced, deadline-oriented environment. This position reports directly to the VVFS Business Manager (BM) and provides directed assistance with daily operational processes to support optimal program efficiency and last minute deadline requests.

Minimum Qualifications

• Ability to independently move forward assigned projects and complete within designated time frame with excellent time management skills.
• Must have excellent oral and written communication skills.
• Assist with inventory and fleet vehicle tracking and maintenance.
• Assist with administrative duties such as meeting set-up, taking notes, and copying / printing.
• Retrieve mail and package deliveries, and organizing office supplies and outreach items.
• Assist with agency weekly reports, and answer incoming calls.
• Excellent PC skills including Microsoft Office Suites (Outlook, Word, PowerPoint, and Excel) knowledge of Adobe Pro preferred.
• Assist with preparing new employee onboarding.
• Assist with managing fleet vehicle maintenance appointments and inspection forms.
• Prepare PowerPoint slides for leadership meetings
• Compile and complete weekly agency reports.
• Retrieving mail and packages from the loading dock and distributing as needed.
• Assist staff members when outreach items are requested.
• Assist with organizing all supplies and keeping inventory of stock.

Additional Considerations

Knowledge of military culture a plus

Knowledge of state government procurement a plus

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.

VDVS accepts submissions of on-line applications only. Faxed, mailed, or emailed applications will not be considered. Applications are accepted until 11 : 59 P.M. on the job closing date. Applications and / or resumes should include relevant work history which includes your specific qualifications for the position you are seeking.

The decision to interview an applicant is based solely on the information received for this position from either the electronic applications and / or resume. RMS provides confirmation or receipt when your application and / or resume is submitted successfully. Please refer to "Your Application" in your RMS account to check the status of your application.

It is the policy of VDVS to provide equal opportunity for all applications and employees regardless of race, color, religion, sex, age, marital status, national origin, gender, identify or expression, disability, veterans' status or political affiliation, or against otherwise qualified person with disabilities.

Commonwealth of Virginia State agencies must provide reasonable accommodation to applicants with disabilities, where appropriate. Applicants requiring accommodation should direct inquiries to the human resource contact directly. Requests for reasonable accommodation will be reviewed and determined on a case-by-case basis.

Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), MUST attach these forms when submitting their state application and / or resume.

Contact Information

Name : DVS HR Team

Phone : N / A

Email : recruitment@dvs.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.