Address
SalaryTitle:Administrative Staff Specialist (P0180)
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: $25.00-$29.00
Pay Band: 4
Agency: Department of Social Services
Location: DSS HOME OFFICE
Agency Website: www.dss.vigrinia.gov
Recruitment Type: General Public - G
Job Duties
NOTE: This position is not 100% telework. This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy.
This is an hourly/wage position and is not entitled to the Commonwealth of Virginia’s state benefits package. This position is limited to no more than 1500 hours in a 12-month period and averages no more than 29 hours a week.
At the Virginia Department of Social Services (VDSS), we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas, and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning, and cultivating environments of trust, respect, and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.
We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services (LDSS) and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginias most vulnerable citizens have easy access to the services and benefits available to them.
Local Training and Development (LTD) is a division within the Human Services portfolio that supports LDSS employees by providing foundational training and professional development opportunities across the Commonwealth. This division is designed to bring together the best VDSS training resources and coordinate them in a way that provides a positive customer experience, innovative and high-quality products, and timely service to those we serve. LTD brings together a team of professional trainers, curriculum developers, eLearning specialists, and logistical support staff whose goal is to ensure that local staff have the skills, resources, and knowledge to do the important work of social services in Virginia communities.
The Division of- Local Training and Development (LTD) is seeking a highly motivated Administrative Staff Specialist to join the team. The incumbent would be responsible for providing executive level administrative support to handle day to day administrative needs of the Division Director and support the entire LTD team by coordinating and scheduling meetings, preparing written correspondence, reporting, processing invoices and purchase orders.
Day to Day Duties of this position include but are not limited to:
- Preparing and sending written correspondence on behalf of the Director as needed.
- Acting as the liaison between the Director and staff.
- Managing workflows and tracking assignments for the Director and other members of the leadership team.
- Attending meetings with the responsibility of taking detailed notes that may require follow-up.
- Managing and maintaining the Directors calendar.
- Preparing the Directors expense reports as required.
- Handling travel arrangements as needed to support the Director and staff.
- Contributing to maintenance of information provided on the LTD Fusion site (intranet)
- Providing support and input on LTD communications, both within the division/portfolio and to local partners
- Establish and maintain effective and collaborative professional relationships with other staff in other VDSS divisions
- Managing inventory and coordinating the ordering of needed supplies.
- Coordinating and scheduling meetings and events as needed.
Minimum Qualifications
- Extensive experience in supporting Executive level staff in an administrative function.
- Demonstrated ability in office and administration responsibilities, systems and procedures.
- Advanced level skill in Microsoft Office products to include Word, Excel, PowerPoint, Outlook, SharePoint, and OneDrive.
- Must be proficient in Adobe Pro.
- Demonstrated ability in maintaining and managing web content.
- Excellent time management and organizational skills to successfully manage multiple assignments in a fast- paced environment while meeting specific deadlines with shifting priorities.
- Skill in proofreading for grammatical errors to ensure accuracy and completeness.
- Solving problem skills with the ability to prioritize tasks, coordinate, and schedule meetings, events, interviews, and meeting venues.
- Must have a strong commitment to confidentiality.
- Ability to work proactively to identify needed improvements, helpful suggestions, and feedback that could improve operations within the division.
- Must have the ability to work in a collaborative environment with a focus on working well with others, both internally and externally to the division and agency.
- Excellent oral and written communication skills.
Additional Considerations
- Working knowledge with VDSS and State Procurement Processes and Financial Systems.
- Proficiency in Digital Marketing Platforms such as Constant Contact.
- Proficiency in Vizio.
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.
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.
To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (RMS) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide a confirmation of receipt when the application is submitted for consideration. Please refer to your RMS account for the status of your application and this position.
VDSS values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.
Virginia Department of Social Services does not provide sponsorship. The Virginia Department of Social Services is an Equal Opportunity Employer and encourages diversity within its workforce.
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 or resume. Minorities, Individuals with disabilities, Veterans and people with National Service experience are encouraged to apply. For more information about our employment practices, please visit our “Vision, Mission and Strategic Plan”. Multiple positions may be filled from this recruitment within 90 days of the closing date.
In addition to a rewarding work experience, VDSS 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 – Employee Benefits.
If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (RMS) employment site when you apply.
Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.
VDSS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.
This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy and the business needs of the agency and/or division.
Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
Contact Information
Name: VA Department of Social Services, Division of Human Resources
Phone: dssrecruitment@dss.virginia.gov
Email: dssrecruitment@dss.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.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
