Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $41,959 to $57,664

Pay Band: 2

Agency: Department of Juvenile Justice

Location: Bon Air JCC

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

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) protects the public by preparing court-involved youth to be successful citizens. DJJ is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening both families and communities within the Commonwealth.

Provides clerical support to the Casework Department by accurately typing correspondence and filing casework material for assigned Rehabilitation Counselors to include reports, placement letters, progress letters, transfer letters, service plans and results, running records, release information, and other such correspondence in accordance with deadlines. Requires the ability to work 8-hour day shifts; requires the ability to read and understand workplace policies and procedures.

1.) Public- facing position that requires in-person and face to face work with the public to include visitation, contractors, staff, and juveniles in our care.
2.) Requires in-person participation in collaborative/multidisciplinary staff meetings.

Core Responsibilities: (Not limited to)
• Accurately type correspondence and file casework material for assigned Casework Counselors to include reports, placement letters, progress letters, transfer letters, service plans, results, running records, release information, and other correspondence in accordance with deadlines. After review and approval, correspondence will be appropriately forwarded within 24 hours or the next business day.
• Type agenda and necessary forms as needed for scheduled weekly ICRC and any unscheduled Emergency ICRCs.
• Promptly and accurately document BADGE entries and other juvenile information in accordance with DJJ policy and procedure.
• Abides by the Civility in the Workplace Policy and Staff Standard of Conduct 1.60 to exhibit behaviors that align with the Department of Juvenile Justice’s mission, vision, and values.
• Works 40 hours per week and seeks prior approval from immediate supervisor, in accordance with procedure, for any changes to the established work schedule, including the use of leave, late arrivals, early departures, and schedule adjustments.

Minimum Qualifications

• Proficient in records management, office operations, and established procedures.
• Adept at keyboarding and data entry tasks relevant to the position
• Skilled in collaborating with teams, collecting and interpreting both oral and written information, and ensuring accuracy in all communications.
• Well-versed in local, state, and federal regulations.
• Experienced with standard office equipment, including copiers and scanners.
• Demonstrates working knowledge in creating detailed meeting reports, ensuring key points and action items are clearly documented.
• Demonstrates ability to collaborates with team members on event planning, coordinating logistics, schedules, and resources.
• Experienced in working with management to support and manage complex functions, contributing to problem-solving and project execution.

Additional Considerations

• Proficient in clerical and secretarial functions, including high-volume typing, with extensive experience utilizing a wide range of computer software applications to enhance productivity and streamline administrative tasks.

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.

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.

Application Process:
Individuals desiring to be considered for this position must submit a completed employment application or you may attach a resume before the position’s closing date. Applications received after the closing date will not be considered. Applications sent through postal mail, email, or fax will not be considered.

Applicants are encouraged to be specific regarding job-related knowledge, skills, and abilities.
You will be provided an email 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. Status updates will not be provided via telephone or email.

Background & Pre-employment Screenings:
Selected applicants are subject to a background investigation and pre-employment drug screen. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (if required and relevant to employment); credit checks; and other checks based on the position.

Pre-employment medical screenings are required for some DJJ positions.



Reference Check: At least two references' names and contact information will be required from all finalists who advance in the selection process.

Driver License: A valid driver’s license is required of DJJ employees to operate a state-owned or leased vehicle.

Supplemental Questions:
You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Lay off Policy 1.3:
If you have been impacted by the DHRM Policy 1.3 layoff and have a valid Interagency Placement Screening Form (Yellow Card) or Preferential Hiring Form (Blue Card), it is necessary to submit the card before the closing date for this position. You can include the Card as an attachment with your state application.

DJJ Welcomes Veterans:
DJJ is committed to recruiting, hiring, and retaining qualified Veterans and their spouses. Veterans who are hired into state positions may be eligible to receive additional leave accruals based on their total years of service in the military, National Guard, or Reserve. If applicable, please submit form DD-214 with your state application.

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Reasonable Accommodations: Reasonable Accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Equal Opportunity Employer: The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply. It is our goal to foster a culture that demonstrates the principles of civility, diversity, opportunity, and inclusion.

Contact Information

Name: Porsha Lewis

Phone: 804-588-4410

Email: Porsha.Lewis@djj.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.