Construction Management Office Assistant - EC100

Are you a DGS employee with experience in data entry and administration?

Are you able to apply specialized procedures and policies to meet customer needs and compliance requirements?

Apply to be our Office Assistant for the Division of Construction Management!

Title: Construction Management Office Assistant - EC100

State Role Title: Admin & Office Specialist III

Hiring Range: $40,000 - $50,000

Pay Band: 3

Agency: Department of General Services (DGS)

Location: Richmond, VA 

Agency Website: www.dgs.virginia.gov 

Recruitment Type: Agency Only – A

The Virginia Department of General Services, Division of Construction Management (DCM), is seeking an Office Assistant to assist with the daily activities of the project management, procurement, and administrative work. DCM manages all new construction and renovation projects for other state agencies. In this role, you will upkeep the DCM standard budget and expenditure tracking sheet, maintain workflow and office functions for the Director, and support Project Managers with multiple tasks.

**This opportunity is ONLY open to CURRENT DGS EMPLOYEES. Applications that do not meet this requirement will not be considered.*** 

Job duties include, but are not limited to: 

• Recording all approved budgets, contract commitments, construction change orders, and invoices for each project in the DCM standard budget and expenditure tracking sheet.
• Processing all invoices and receipts in eVA prior to submission to the DGS Fiscal Office, and handle all eVA purchase orders.
• Upkeeping and annotating procurement files in accordance with DGS policy and procedures as contract actions are taken, such as eVA requisitions, contract modifications, and contract analyses.
• Filing all contracts, change orders, invoices, meeting minutes, design drawings and all other project pertinent documentations in SharePoint.
• Setting up and monitoring files for pending action items to ensure that the DCM Director meets deadlines established by the Division and Department.
• Transcribing, typing, editing, and preparing documents for the DCM Director and other DCM staff.
• Collecting data to calculate and prepare Office Reports.

We’ve got great benefits! 

DGS offers excellent health benefits at affordable pricing, pre-tax spending accounts, paid life insurance, paid Short- and Long-Term Disability benefits, paid holidays, vacation, and other leave benefits, wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. Additionally, supplemental bus passes, ride share, or parking are available and DGS is a qualifying employer for the Public Service Loan Forgiveness Program.  

Minimum Requirements

• Experience with administrative/office work, including electronic records management.
• Experience working with contracts and their components.
• Experience with invoice management.
• Considerable experience with data entry, including advanced spreadsheet functions and experience using data to compile and print reports.
• Demonstrated ability to gather data and apply specialized concepts, practices, procedures, and policies to meet customer needs and compliance requirements.
• Ability to plan, organize and coordinate actions and activities between business staff, management, and vendors to successfully resolve contract disputes.
• Ability to multitask, prioritize, and re-prioritize work as new tasks come in.
• Ability to work independently and collaboratively with all levels of staff.
• Ability to communicate effectively both orally and in writing.
• Excellent interpersonal skills.

Additional Considerations

• Familiarity with the Construction & Professional Services Manual and associated forms.
• Experience with construction administration.
• Experience tracking project-based expenses.