Administrative Assistant Senior (Div. of Family Svcs) #W4202
Virginia State Government
RICHMOND VA 23261
### Position Information
## Job Description
The Virginia Department of Social Services' (VDSS) Division of Family Services (DFS) strives to promote safety, permanency and well-being for children and families in the Commonwealth. The Division is composed of the following programs: Prevention and Foster and Adoptive Family Development, Child Protection Services, Foster Care, Adoption and Interstate Compact on Placement of Children/Interstate Compact on Adoption and Medical Assistance Programs. It also provides Training and focus on Quality Assurance and Accountability for child welfare services. VDSS engages its employees for success. It offers comprehensive pay and employee benefits, development, and unique job and career opportunities in the public service. VDSS employees make a vital difference for Virginia's families.
JOB DESCRIPTION: This position is responsible for providing routine, complex and detailed administrative support to the Child Protective Services Program Manager and staff. This includes managing appropriate aspects of procurement activities; providing support to programs as directed; ensuring all administrative, office and operational functions/activities required for the efficient and effective operation of the unit is in place and operating to division and agency standards. Will be required to provide back-up administrative support to the division as needed.
## Minimum Qualifications
MINIMUM QUALIFICATIONS: Demonstrated working knowledge of administrative support functions. Experience providing administrative support this includes processing travel vouchers; processing invoices and reconciling small purchase credit card statements; answering and responding to phone calls and emails from internal and external employees and customers/constituents; managing and coordinating meetings, events, and conference rooms; reviewing mail/correspondence and identifying type of action needed; drafting, preparing, and editing correspondence, spreadsheets, and power point presentations for completeness, format, grammar and spelling; coordinating of travel plans; managing program inventory to include office equipment; collecting data and formulating recommendations; and preparing, generating and submitting monthly statistical reports. Demonstrated ability to work with automated systems related to purchasing and processing invoices and with procurement/budgetary processes to include tracking and monitoring budget expenditures and apply knowledge of laws, policies and procedures with regard to administrative areas such as procurement and financial management. Demonstrated ability to work independently; multi-task, organize, prioritize and manage a diverse workload and attend to details; communicate clearly and concisely both orally and in writing with varied level of internal and external customers and exercise sound judgment and maintain complete discretion in dealing with confidential and sensitive matters. Proficient in the use of Microsoft Office (Word, Excel, PowerPoint and Outlook).
## Preferred Qualifications
PREFERRED QUALIFICATIONS: Graduation from a community, business or accredited college or university with studies in business administration, accounting, or a related area preferred. Experience with the Commonwealth of Virginia's payment processing and eVA Statewide Procurement Systems and travel guidelines preferred.
## Special Requirements
Employment with VDSS will be contingent upon completion of a background investigation that includes a criminal history check, employment verification, and previous supervisor/reference checks.
VDSS will record information from each new employee's Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.
## Special Instructions to Applicants
ON-LINE APPLICATIONS - Applicants must apply on-line through the Commonwealth of Virginia's Recruitment Management System at VDSS does not accept employment applications by mail, e-mail or fax. Please refer to your Recruitment Management System account for the status of your application and the status of this position.
EMPLOYMENT CONSIDERATION - Information on the application form is used for screening the position. Information that is only on a resume will not be considered. Applicants are encouraged to fully represent their qualifications on the application and include complete information in all sections. Failure to complete any section may disqualify the application.
YELLOW/BLUE CARD SITUATIONS - If you have been affected by Policy 1.30 - Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document BEFORE the closing date for this position. The document may be scanned and attached/uploaded to the application or faxed to (804) 726-7027. Please include your name and the position number on the fax cover sheet.
VDSS values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process.
AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply.
The Virginia Department of Social Services is an Equal Opportunity Employer.
### Contact Information
VA Dept. of Social Services, Attn: Div. of OD/HR
*Working Title:* Administrative Assistant Senior (Div. of Family Svcs) #W4202
*Role Title:* Admin and Office Spec III - 19013
*Job Open Date:* 01/10/2018
*Job Close Date:* 01/19/2018
*Open Until Filled:* No
*Is this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?:* No
*Hiring Range:* $33,642-$49,493 (commensurate w/experience)
*Agency:* Dept of Social Services (765)
*Agency Website:* www.dss.virginia.gov
*Location:* Richmond (City) - 760
*Position Number:* W4202
*Job Posting Number:* 1033182
*Type of Recruitment:* General Public - G
*Does this position have telework options?:* No
*Bilingual/Multilingual Skill Requirement/Preference:* No
*Job Type:* Full-Time (Salaried)
*Job Type Detail:* Full-Time Salaried - Non-Faculty- FTS-1
*Pay Band:* 03