Administrative Support Specialist

Title: Administrative Support Specialist

State Role Title: General Administration Supervisor I/Coordinator I     

Hiring Range: The anticipated starting salary range is $55,500 to $65,500.

Pay Band: 4

Agency: Dept of Criminal Justice Svcs

Location: Dept of Criminal Justice Serv.

Agency Website: www.dcjs.virginia.gov

Recruitment Type: General Public - G

 

VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES ADVERTISEMENT
ROLE TITLE: General Administration Supervisor I/Coordinator I     
Working Title: Administrative Support Specialist      
Position #: CJS00144     

The Virginia Department of Criminal Justice Services is seeking a collaborative and innovative team player to serve as a full-time Administrative Support Specialist in Richmond, Virginia. This position supports the Division of Programs and Services, working across the division with numerous individuals working in the office or remotely. The selected incumbent will be expected to work in the office, with the eventual potential for one day of telework.

Public service offers the opportunity to do important rewarding work while maintaining a healthy work-life balance. If you want to be part of an agency that cares about our constituents, rigorously advocates and promotes opportunities for all Virginians, we’d love to have you join us!

What you will do:
● Maintain and order supplies and materials for the division and staff in accordance with state and agency procurement policies and procedures.
● Process travel reimbursement documents for division staff, advisory committee members, trainers, consultants, and others as requested; develop material as needed to explain reimbursement process.
● Schedule meetings, secure meeting locations, order supplies, secure name tags and name tents, order meals, and perform other duties as necessary for meetings and events.
● Coordinate setups for new hires to ensure smooth and welcoming transition.
● Maintain staff listings and contact information.
● Track purchases and travel requests by funding source; providing updates as needed for internal budget management purposes.
● Post meetings, agendas, draft minutes, and regulatory minutes on Regulatory Town Hall and agency website within timeframes prescribed by the Code of Virginia and regulations.
● Maintain master files, including paper and electronic, in an orderly manner, including those required for permanent retention in accordance with the Library of Virginia Records Retention Schedule.
● Maintain master training spreadsheet(s) for division, ensuring that individual entries from staff are complete; update, revise, or develop new spreadsheet(s) as necessary or requested.
● Produce attendee certificates for conferences and in-person training events.
● Provide on-site assistance at conferences.
● Collaborate and coordinate with other agency sections, external agencies, and vendors as needed to accomplish assignments.
● Assist with formatting directories, mailing lists, and letters.
● Provide administrative support for file management, document development, and other needs as assigned by the Division Director.
● Maintain inventories and supplies in a neat and orderly manner.

Minimum Qualifications

● Ability to analyze, interpret, and apply policies and procedures to job functions.
● Experience working in an administrative capacity for a team or teams of individuals with different functions.
● Documented experience developing and utilizing Microsoft Excel spreadsheets, including pivot tables.
● Documented experience utilizing Microsoft Word to create and edit correspondence and documents.
● Ability to exercise discretion and maintain confidentiality.
● Demonstrated ability to meet critical deadlines, handle multiple assignments, changing priorities, and ensure timeliness and quality of completed assignments.
● Ability to think strategically and cross culturally and independently implement new initiatives and projects.
● Ability to articulate, both orally and in written form, clear and concise program objectives and goals and summarize achievements of programs in reports and other documents as requested.     
● Documented experience working as an active, contributing team member, as well as an independent and self-motivated employee.

Additional Considerations

● Documented experience acquiring goods and services through government procurement methods and processes.
● Demonstrated unders