Title: Administrative Staff Assistant - #ARS00129

State Role Title: Admin and Office Spec III

Hiring Range: Anticipated starting salary $40,000 up to low $60,000s.

Pay Band: 3

Agency: Dept for Aging & Rehab Svcs

Location: Aging & Rehab Svcs

Agency Website: https://www.dars.virginia.gov

Recruitment Type: General Public - G

Policy and Planning staff promote the agency’s mission through ongoing gathering, evaluating, analyzing, and disseminating/communicating information for agency and external constituents to facilitate/guide effective planning and influence agency decisions and actions.

If you enjoy working with others, then come and work with us.

Job Duties:

*Telework is limited, in accordance with the Commonwealth’s telework policy*

The Virginia Department for Aging and Rehabilitative Services (DARS), in collaboration with community partners, provides and advocates for resources and services to improve the employment, quality of life, security, and independence of older Virginians, Virginians with disabilities, and their families.

The Policy and Legislative Affairs staff serve as an agency resource by providing research, analysis, and communication of information to guide effective planning and decision-making for DARS. The Division also staffs several councils/commissions that support the work of the agency.

We are seeking an Administrative Staff Assistant to serve as the administrative point of contact for the Division of Policy and Legislative Affairs, providing administrative support and policy assistance, as needed, to the Division.

Administrative duties include but are not limited to:

• Assistance in staffing relevant boards and commissions.
• Assisting with the consumer satisfaction survey.
• Provides support with fiscal activities to include procurement, creating and analyzing fiscal reports, budgeting, purchasing card (SPCC), reconciliation, invoices, reimbursements, inventory management, and other relevant duties.
• Analyzes correspondence and information received from internal and external customers and determines the nature and criticality of such and the appropriate individual(s) responsible for taking action.
• Interacts with division staff, central office staff, field staff, community partners, consumers, and other DARS staff to ensure the success of the agency’s mission to provide quality services.

Responsible for providing policy support as needed to include:

• Records retention and maintenance.
• Updating the Divisions Intranet page.
• Performing ad hoc projects as needed related to analyzing federal and state laws, regulations, and policies for potential impacts.
• Providing policy support for board and council staff throughout the agency.

Minimum Qualifications:

The ideal candidate will have:

Knowledge/Experience:

• Experience in administrative support duties, fiscal processes, project management and demonstrated ability to manage an executive office.
• Considerable knowledge of state procurement and payment policies.
• Demonstrated high level of proficiency in reading, writing, editing, and comprehension (written and verbal).
• Demonstrated proficiency in planning, managing, and completing multiple projects on schedule.
• Demonstrated ability to provide quality customer service and work successfully with colleagues at all levels, diverse groups of people inside and outside the organization, and to participate on project teams or committees.
• Demonstrated ability to adapt to changes, work under pressure, learn new skills, and use new technology.
• Demonstrated ability to work independently with little supervision.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and respond to communications in a timely manner.
• Demonstrated ability to perform multifaceted analytical, and administrative duties in support of an executive.
• High level of demonstrated ability to analyze information, resolve issues, and think critically.
• Demonstrated competence in organizing and maintaining files.

Skills/Abilities:

• Strong organizational and interpersonal skills. 
• Proficient in use of Microsoft Suite (Word, PowerPoint, Access, Outlook and Excel), to include using features such as mail merge, inserting charts, and track changes, and spreadsheet application.
• Accuracy and speed in data entry.
• Ability to multi-task and work within performance benchmarks for timeliness.
• Good communication skills with team members.
• Ability to make sound decisions independently following established policies and procedures.
• Consistent attention to detail.
• Ability to research issues and prepare concise, understandable options and analysis.

Additional Considerations

• Working knowledge of aging and disability services. 
• Experience working with or in state agencies.
• Working knowledge of federal, state, and agency rules.

Special Instructions:

Reasonable accommodations are available to persons with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Contact recruitment@dars.virginia.gov for assistance.

Minorities, Individuals with disabilities, Veterans, AmeriCorps, Peace Corps, and other National Service Alumni are encouraged to apply.

To Apply:

Equal Opportunity Employer State applications will only be accepted as submitted online by 11:55 p.m. on the closing date through the Commonwealth of Virginia’s New Recruitment Management System. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. PageUp will provide you with 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.

Contact Information:

Name: Human Resources

Email: Recruitment@dars.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.