Title: Administrative Support Specialist - Part-Time

State Role Title: Admin and Office Spec III

Hiring Range: $18.00 - $20.00 per hour

Pay Band: 3

Agency: Department of Military Affairs

Location: Waller Depot

Agency Website: DMA

Recruitment Type: General Public - G

Job Duties

About the Agency:

The Virginia Department of Military Affairs provides leadership and administrative support to the Virginia Army National Guard, Virginia Air National Guard, and Virginia Defense Force. DMA Plans, Coordinates, Maintains Situational Awareness and employs VaARNG, VaANG, and VDF Forces for Homeland Security, and Homeland Defense in order to respond to any incidents within the Commonwealth.

The J3, Directorate of Operations synchronizes federal and domestic operational requirements with resources available to insure that the Virginia National Guard provides read and responsive capabilities to protect and secure the Commonwealth of Virginia.

The Office of Emergency Management provides coordination and integration of all activities necessary to build, sustain, and improve capabilities to mitigate against, prepare for, respond to, and recover from threatened or actual disasters, and emergencies.

The Virginia Defense Force is authorized by Title 44 of the Code of Virginia as the all-volunteer reserve of the Virginia National Guard and serves as a force multiplier integrated into all Guard domestic operations. Members of the VDF conduct training until called to state active duty by an authorization from the Governor of Virginia. Per the Code of Virginia, the organization and composition of units and force structure shall be as prescribed by the Adjutant General.

Purpose of Position:

This position serves as an Administrative Support Specialist for the Virginia Defense Force. This position works to support the Unit Administrator as the principle point of contact for the VDF Force Structure and Supports the Commander in their oversight and management of the organization.

This position assists with the administrative support of the Virginia Defense Force, to include but not limited to: day-to-day budget execution, and management of the VDF’s resources, operations, and volunteer force structure. Administrative duties include but not limited to, human resource actions, processing applications, requests for updates, and general record keeping. Budget management duties include generating purchase requests, monitoring expenditures, development of briefing materials, and assisting in staff development of budget proposals. Resource Management duties include but are not limited to management of property books, supply functions, surplus property, supporting equipment service and repair, and record keeping.

Minimum Qualifications

• Must have prior experience as an administrative assistant, office manager, receptionist, or administrative support staff;

• Demonstrated knowledge of military operations;

• Ability to prepare reports and analyze data;

• Experience in management of resources, property and equipment;

• Experience preparing written communications and oral presentations;

• Demonstrated ability to assist in budget execution, participate in staff work for budget development;

• Must be able to obtain and maintain a security clearance (Secret) and NIPR account;

• Must posses and maintain a valid Virginia Driver's License with an acceptable driving record;

• Must be able to lift 75 pounds;

• Must be able to successfully and safely move and transport equipment of various sizes;

• Must be able to lift, bend, and stand for extended periods of time in potentially adverse weather and working conditions (heat/cold);

• Must be able to wear required personal protective equipment (PPE) required for the position.

Additional Considerations

• Experience in military operations 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

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

Must obtain and maintain a Common Access Card (CAC);

Must be able to successfully pass the agency medical surveillance exam.

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

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

This is a part-time position and is ineligible for state benefits. This position is limited to working an average of 29 hours per week, not to exceed 1500 hours per year.

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.