DMV Administrative Staff Assistant, Hearing Office, Position No. 00137

Title:DMV Administrative Staff Assistant, Hearing Office, Position No. 00137

State Role Title: Administrative and Office Specialist III

Hiring Range: Commensurate with Experience Up to $49,000

Pay Band: 3

Agency: Department of Motor Vehicles

Location: LEGAL SERVICES

Agency Website: www.dmv.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Motor Vehicles (DMV) is looking to hire an Administrative Staff Assistant in our Legal Affairs, Hearing Office!
This position will be responsible for answering a multi-line telephone and communicating effectively via telephone and email with the public, staff, and DMV work centers; providing administrative and clerical support for the Hearing Officers, the Chief Hearing Officer, Dealer Affairs, and the Assistant Commissioner for Legal Affairs; procurement of office supplies and equipment and reconciling monthly purchases; reading, interpreting, and applying policy and procedures; maintaining spreadsheets and files; creating, editing, and compiling large, complex hearing requests; preparing correspondence, memorandum and other legal documents; proofreading all documents for accuracy and completeness; composing correspondence when appropriate; generating new hearing files; maintaining up-to-date listing of customer matters and numbers in electronic files and case management database; scanning and uploading email, documents, mail, and facsimiles into electronic databases; preparing and tracking certified mailing; scheduling appointments and meetings and communicating information to all respective parties; and preparing files to be closed utilizing proper records storage procedures. The selected candidate must be proficient with the Microsoft Office suite of programs and Adobe, and have excellent organization, communication, and time management skills.
The Virginia Department of Motor Vehicles (DMV), headquartered in Richmond, Virginia, serves approximately 6.2 million licensed drivers and ID card holders with over 8.4 million registered vehicles. In addition,DMVserves a wide array of businesses, including dealers, fuels tax customers, rental companies, driving schools, other state agencies, local governments, and non-profit organizations.DMVoperates upon five fundamental core values: Trustworthiness, Respect, Accountability, Integrity, and Teamwork (TRAIT). We don't just talk about our core values, we live them!

Minimum Qualifications

• Working knowledge of principles and practices of office management, and of business practices;
• Considerable knowledge of general administrative processes for conducting the various types of cases;
• Knowledge and experience in the use of office equipment, Microsoft Office (Word, Excel), Google Suite (Gmail, Chat, Meet), Adobe Acrobat Pro, and document storage and scheduling databases;
• Working knowledge of Business English;
• Some knowledge of the types of cases heard and relevant evidence in administrative proceedings;
• Demonstrated ability to apply and explain guidelines, policies, and procedures; experience with office management systems and procedures, including fielding telephone calls and emails from internal and external customers, and maintaining filing systems;
• Experience ordering office supplies and reconciling monthly payments;
• Effective communication skills, both orally and in writing, with internal and external customers.
• The incumbent must have the ability to deal courteously and professionally with co-workers and the public and handle multiple tasks simultaneously.

Additional Considerations

Prefer experience with types of cases heard including relevancy of evidence in insurance verification cases.

Special Instructions

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

Selected candidate(s) will need to complete the I-9 Employment Eligibility Verification Form. DMV participates in E-Verify.
All applicants for employment must consent to a driver history and criminal background check. A fingerprint-based criminal history check will be required on selected applicant(s).
Submission of an online application is required. DMV does not accept applications, resumes, cover letters, etc. in any other format. When applying for jobs, please ensure your online application or resume is complete with duties and skills associated with your work experience as well as years of experience in order to properly assess your skills in the screening process. Candidates are evaluated based on information provided in the application materials. Missing information cannot be assumed.
Minorities, individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TT

Contact Information

Name: DMV Employment

Phone: (804) 486-2815

Email: employment@dmv.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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.