Title: Office Manager - 00002

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $60,000 - $70,000

Pay Band: 4

Agency: Department of General Services

Location: Washington Building

Agency Website: www.dgs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of General Services (DGS) provides a variety of specialized services to government agencies, businesses and citizens. The agency has more than 600 employees who are responsible for the renovation and construction of state-owned facilities; the operation of a statewide electronic procurement system; analytical laboratory testing; the buying, selling and leasing of real estate properties; the management of a statewide fleet; the selling of state and federal surplus property; and the delivery of mail at the seat of government.

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. DGS is a qualifying employer for the Public Student Loan Forgiveness Program.

This position is required to report to the office 5 days a week.

Position Purpose and General Responsibilities:
• Supports the agency Director, Deputy Director(s) and Division Staff Directors as necessary to support DGS’ objectives.
• Manages executive level, efficient functioning and project support of the Director’s offices and senior leadership.
• Provides quality services to internal and external customers,
• Coordinates work assignments with the Director’s Office, and division directors;
• Manages the Director’s calendar; track, monitor, and follow the progress of projects, action items, and strategies that emanate from the executive committee, administrative leadership group, etc.
• Initiates follow-up meetings and communication for key stakeholders as directed.
• Collect, prepares, develops and distributes memos, communiques, correspondence, agendas and briefing materials.
• Ensures information flow to and from the executive's office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).

Minimum Qualifications

Minimum Qualifications:

• Extensive experience in Excel, creating and maintaining spreadsheets; database management; creating ad hoc reports.
• Considerable experience with the use of software applications, including but not limited to PowerPoint software, Microsoft Office Suite, Microsoft Teams.
• Considerable experience in problem solving and researching relevant documentation to ensure quality service.
• Considerable experience in handling time-sensitive and confidential information
• Experience working with minimal supervision in a fast-paced customer/public focused service environment.
• Experience with proofreading and editing written documents and reports with close attention to detail.
• Experience working with high-ranking officials /executive management.
• Experience with Outlook Scheduling Assistant.
• Experience in a regulatory environment, knowledge of various office systems, preparation and processing of travel reimbursements, and general knowledge of the Administrative Process Act and legislative process.
• Employment experience in business, state, and/or local government administrative functions and processes within an office.

KSAs required to successfully perform the work:

• Considerable demonstrated knowledge of and experience with records management and document filing protocols.
• Demonstrated ability to organize and prioritize workflow to accomplish duties in a timely manner.
• Demonstrated ability to work with and build rapport for a diverse group of employees including high level governmental officials, executive management, employees, and supervisors.
• Demonstrated ability to successfully function independently and in a team environment
• Demonstrated ability to manage & complete multiple assignments accurately within established time frames.
• Ability to lead a team to address office management policies and procedures.
• Ability to understand and follow policies and procedures.
• Ability to maintain confidentiality.
Must obtain notary within 6 months of hire date.
• Ability to obtain Virginia Contracting Associate (VCA) within 12 months of hire date.
• Excellent oral and written communication skills.
• Strong attention to detail, display a high level of professionalism, interpersonal skills, and excellent customer service skills.
• Skilled in the use of office equipment and monitoring upkeep/performance.

Additional Considerations

Additional Considerations:

• Experience purchasing office supplies.
• Extensive knowledge of government operations.
• Experience with eVA.
• Notary Public Commission.
• VCA certification
Experience managing records in accordance with the Library of Virginia schedules.

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.

DGS 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.

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire.

The selected candidate must pass a fingerprint-based criminal background check.

Fax, e-mail or mail applications will not be accepted. The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.

Applications will be accepted until a suitable pool of candidates is received. After 5 business days, this position may be closed at any time.

The Virginia Department of General Services is an equal opportunity employer. Minorities, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.

Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.

Contact Information

Name: DGS Human Resources

Phone: 804-786-3910

Email: jobs@dgs.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.