NRO - P0804 - Office & Administrative Support

Title: NRO - P0804 - Office & Administrative Support

State Role Title: Admin and Office Spec III

Hiring Range: $44,000 - $60,000

Pay Band: 3

Agency: Dept of Environmental Quality

Location: Northern Regional Office

Agency Website: www.deq.virginia.gov

Recruitment Type: General Public - G

Job Duties

This is a readvertisement. Previous applicants need not re-apply.

The Virginia Department of Environmental Quality's Northern Regional Office (NRO) seeks a qualified candidate to serves as scheduled back-up for the NRO receptionist. These duties include but is not limited to: answer phones, greet/direct visitors, open/sort/ distribute incoming mail, receive and process facsimiles, use of postage meter, and general-use vehicle processing procedures for front desk coordination. Fleet management duties including but limited to backup and assistance with vehicle packets, reservations spreadsheet, and monthly collection, rotation and reporting of General Use Vehicle Mileage logs. Manages and maintains the FOIA log and inbox. Conduct and conclude searches for responsive documents, analyze data collected to produce formal request response, recognizes various types of search criteria and protocols. Monitors responses to ensure VFOIA timeframes are met and transmits records to requester using VitaShare or other delivery mechanism. Assist with office events by coordinating with others, scheduling the conference rooms, and prepping the rooms based on needs. Stay abreast of the day-to-day operations and needs of the office
Independently review files to ensure that they are required to and ready to be scanned. Prepare files/records for scanning and placement into ECM. Prioritize work activities to meet required deadlines. Anticipate large volume work assignments and plan accordingly, or seek assistance. Checks voice mail system for overnight messages each day; transcribes and relays to staff in a timely manner.
Serve as translator for Spanish speaking callers and visitors.

Minimum Qualifications

• Knowledge of Freedom of Information Act (FOIA)
• Proficiency in using database management systems to include searching, downloading and uploading.
• Bilingual (Spanish) required.
• Ability to prioritize and meet deadlines
• A working knowledge of office practices, procedures, and equipment; ability to use computers, and Microsoft Office
• Demonstrate knowledge, skills and abilities in interpersonal and public relations; including effective working relationships, promoting teamwork, showing respect to others, customer service, and the ability to work independently
• Skills with use of a multi-line telephone system and knowledge of general office equipment and procedures
• Strong writing skills, particularly for drafting responses, reports, or guidelines, are crucial for presenting information clearly and accurately
  

Additional Considerations

• Familiarity with laws related to FOIA
• Experience in training others on policies or procedures can enhance your ability to articulate FOIA processes and educate others within the organization

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.

Please Read Carefully:

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Excluding current DEQ Employees, selected candidates for employment MUST pass a criminal background check. A valid driver’s license is required of all DEQ employees in order to operate a state-owned or leased vehicle.

The Application Process: Individuals desiring to be considered for this position must submit a completed employment application or you may attach a resume before the position’s closing date. Applications received after the closing date will not be consi