Office Services Specialist (Multiple Positions)

Title: Office Services Specialist (Multiple Positions)

State Role Title: Administrative and Office Specialist II

Hiring Range: $41,959 to $57,664

Pay Band: 2

Agency: Department of Juvenile Justice

Location: Bon Air JCC

Agency Website: https://www.djj.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) protects the public by preparing court-involved youth to be successful citizens. DJJ is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening both families and communities within the Commonwealth.

Provides clerical support to the Casework Department by accurately typing correspondence and filing casework material for assigned Rehabilitation Counselors to include reports, placement letters, progress letters, transfer letters, service plans and results, running records, release information, and other such correspondence in accordance with deadlines. Requires the ability to work 8-hour day shifts; requires the ability to read and understand workplace policies and procedures.

1.) Public- facing position that requires in-person and face to face work with the public to include visitation, contractors, staff, and juveniles in our care.
2.) Requires in-person participation in collaborative/multidisciplinary staff meetings.

Core Responsibilities: (Not limited to)
• Accurately type correspondence and file casework material for assigned Casework Counselors to include reports, placement letters, progress letters, transfer letters, service plans, results, running records, release information, and other correspondence in accordance with deadlines. After review and approval, correspondence will be appropriately forwarded within 24 hours or the next business day.
• Type agenda and necessary forms as needed for scheduled weekly ICRC and any unscheduled Emergency ICRCs.
• Promptly and accurately document BADGE entries and other juvenile information in accordance with DJJ policy and procedure.
• Abides by the Civility in the Workplace Policy and Staff Standard of Conduct 1.60 to exhibit behaviors that align with the Department of Juvenile Justice’s mission, vision, and values.
• Works 40 hours per week and seeks prior approval from immediate supervisor, in accordance with procedure, for any changes to the established work schedule, including the use of leave, late arrivals, early departures, and schedule adjustments.

Minimum Qualifications

• Proficient in records management, office operations, and established procedures.
• Adept at keyboarding and data entry tasks relevant to the position
• Skilled in collaborating with teams, collecting and interpreting both oral and written information, and ensuring accuracy in all communications.
• Well-versed in local, state, and federal regulations.
• Experienced with standard office equipment, including copiers and scanners.
• Demonstrates working knowledge in creating detailed meeting reports, ensuring key points and action items are clearly documented.
• Demonstrates ability to collaborates with team members on event planning, coordinating logistics, schedules, and resources.
• Experienced in working with management to support and manage complex functions, contributing to problem-solving and project execution.

Additional Considerations

• Proficient in clerical and secretarial functions, including high-volume typing, with extensive experience utilizing a wide range of computer software applications to enhance productivity and streamline administrative tasks.

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.

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