Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $40,000 - $45,000

Pay Band: 3

Agency: Department of Military Affairs

Location: Commonwealth Challenge

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 mission of the Virginia National Guard Commonwealth ChalleNGe Youth Academy is to intervene in the lives of 16-18 year old teenagers by providing the values, skills, education, and self-discipline needed to produce responsible, productive citizens, and to do so in a highly structured learning environment.

Purpose of Position:

To provide administrative support to the CCYA Director. Reviews, reconciles, and submits accurate overtime leave submissions for staff. Works with HR to provide in-processing and out-processing paperwork in a timely manner. Reviews and approves leave for staff. Prepares interview packets, conducts fingerprinting for potential new hires, and submits completed interview packet to HR. Drafts correspondence such as newsletters, event calendars, staff communication, etc. Performs other duties as assigned.

Minimum Qualifications

Demonstrated knowledge of office procedures and practices;

Must be proficient in Microsoft Office products (Word, Excel, Outlook, PowerPoint,etc.);

Demonstrated ability to manage office activities and administrative work;

Excellent written and verbal communication skills required;

Demonstrated ability to meet deadlines and ability to multi-task;

Ability to operate basic office equipment such as computers, copiers, calculators, printers;

Outstanding customer service skills;

Demonstrated ability to maintain confidentiality;

Must have a valid Driver's License;

Prior experience as an administrative assistant or office manager required;

Must have experience with data entry and reconciliation.

Additional Considerations

Experience as a timekeeper preferred;

Prior experience working in Human Resources 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 CPS 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.