Title: Administrative Office Specialist - #ARS00466

State Role Title: Admin and Office Spec III

Hiring Range: Starting minimum $37,066 commensurate with experience.

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

Do you enjoy supporting others, working with a passionate and successful team, then this is the job for you! 

Come and join our team!

Job Duties:

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

The Division of Rehabilitation Services (DRS) is within the Department for Aging and Rehabilitative Services (DARS). In partnership with people with disabilities, the DRS Field Division assists individuals with disabilities to make informed choices that will maximize their employment through coordinated service delivery. DRS staff will assist the Workforce Network to deliver quality workforce services to individuals with disabilities who want to work and employers seeking to hire them to the extent that this provides benefit to the DRS program.

We are seeking an Administrative Office Specialist to provide the following:

Caseload Management Support:

Provides case management assistance with comprehensive vocational rehabilitation services which result in employment and enhanced independent living. Duties include documentation, correspondence, appointment setting, and electronic record keeping. This position interacts with customers, employers, the general public, professional service providers and employment service organizations daily to assist with the provision of vocational rehabilitation services.

Administrative/Fiscal Management Support:

Front Desk management: Responsible for daily administrative operations of direct customer service delivery in high volume office environment. Greets customers. Answers phones. Manage program referrals.

Maintains automated systems to ensure efficient service delivery. Prepares bills and vouchers for payment and other administrative forms in compliance with the Prompt Payment Act. Monitors administrative and purchasing processes; Reviews aging reports and contacts vendors to ensure timely payment and/or cancellation of outstanding authorizations.

Minimum Qualifications:

The ideal candidate will have:

Knowledge/Experience:

• Working knowledge of office procedures, tracking systems and work task organization.
• Working knowledge of Windows based computer software or similar word processing software.
• Some training and/or experience in human service delivery methods.

Skills/Abilities:

• Demonstrated ability to establish and maintain effective working relationships with individuals from varying social and economic environments; to communicate effectively orally and in writing.
• Ability to interpret and apply established policies and procedures in the provision of services. 
• Ability to organize and manage multiple and sometimes unrelated responsibilities in a timely manner; to prioritize duties and exercise good judgement following established policy and procedures.

Additional Considerations:

• Some training and/or experience with financial transactions, bookkeeping, procurement, accounts payable, and the processing of invoices.

Special Instructions

• This has been designated a sensitive position under Va. Code § 2.2-1201.1. 
• A fingerprint-based criminal history check will be required of the finalist candidate.

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.