Title: Front Desk Clerk

State Role Title: Admin and Office Spec III

Hiring Range: $32,843 - $34,000

Pay Band: 3

Agency: Department of Military Affairs

Location: State Military Reservation

Agency Website: DMA

Recruitment Type: General Public - G

Job Duties

About the Agency:

The Virginia Department of Military Affairs is a Commonwealth of Virginia state agency that provides professional and responsive support functions to the Adjutant General of Virginia, the Virginia National Guard, the Virginia Air Guard, and the Virginia Defense Force in order to ensure their ability to support and defend the United States and the Commonwealth of Virginia.

The Front Desk Clerk Will:

Operate the hotel system (Front Desk Anywhere) to book, change, cancel reservations IAW operating standards;

Print out reservation sheets and pull keys;

Check in and check out guests, change pay rates, transfer charges to account, & enter credit card charges for payment;

Notify housekeeping of checkouts & update room status;

Open & close daily shift, to include print off all closing paperwork, balancing change fund, credit card charges, cash, and check intake against the hotel system paperwork;

Deliver reservation sheets with keys to the gate for late arrivals;

Maintain key/key box control & safe control-daily shift;

Respond to email / phone request for reservations;

Respond to questions pertaining to lodging, advises on rules and regulations IAW the current version of SRM Billets-Apartments-Cottage Policy document;

Assist Lead Front Desk with providing statement of non-availability within 24 hours;

Keep Operations Special and manager up to date on operational issues to include reported maintenance issues as the occur, reservation issues, credit card issues, etc.;

Perform routine administrative duties to include mailing correspondence, scanning, answers multi-line phone system, and copy;

Check P.O. Box for incoming mail;

Create signs and forms as dictated by operation’s needs;

Conduct monthly inventory for “A” key boxes;

Maintain maintenance log and forward to Manager and Operations Specialist weekly- report all issues as they occur;

Ensure dirty laundry returned by guest is immediately separated for in-house washing and outgoing contracted washing;

Wash, dry, fold and store all in-house washed laundry;

Vacuum and take out trash daily;

Help with loading and unloading supplies, etc. and any other tasks assigned to compete the mission.

Minimum Qualifications

Working knowledge of a computer system and software programs (Microsoft Office, computerized hotel system, etc.);

Ability to operate a credit card machines, multi-line phone system, email, printers, scanners, and fax;

Skilled in basic accounting, money handling, typing, filing, scheduling, and interaction with public & handling reservations;

Knowledge of key control/inventory;

Valid Driver's License is required;

Must be able to work weekends;

Experience with basic laundry duties.

Additional Considerations

Knowledge of military branches/rank preferred.

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.

Employment offers may be subject to any of the following:
o Extensive criminal background check
o Pre-employment drug screening
o Employment reference checks
o Virginia DMV Driver Alert System
o Pre-employment physical examination

This position is restricted, meaning the funding for this job is non-general and/or non-recurring.

Must have, and maintain, a valid Virginia Driver’s License for the duration of employment.

The Department of Military Affairs is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. DMA encourages and invites minorities, women, individuals with disabilities and veterans to apply.

We are a “Virginia Values Veterans” (V3) certified state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application and/or resume.

AmeriCorps and Peace Corps and other national service alumni are encouraged to apply.

The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume, or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration

This job is a civilian position and does not require military service (including commission and enlistment).

Contact Information

Name: Loreley A. Leabhart

Phone: (804) 313-1694

Email: loreley.a.leabhart2.nfg@army.mil

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.