Title: Administrative Assistant

State Role Title: Administrative & Office Specialist III

Hiring Range: $48,000 - $58,000

Pay Band: 3

Agency: Dept Conservation & Recreation

Location: MAIN STREET CENTRE

Agency Website: http://www.dcr.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Department of Conservation and Recreation Division of Natural Heritage is looking for a motivated and experienced Administrative Assistant to provide direct, day-to-day support to the Division Director, Administrative Coordinator, and Business and Administration Manager as well as general administrative support to the staff of the Division of Natural Heritage in carrying out program, fiscal and procurement responsibilities.

This position is responsible for:

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
• Providing administrative support related to completion of travel reimbursement/authorizations; submitting and processing deposits and payments to finance; reconciling division’s revenues, expenses and journal entries for review/approval for the Business Administration Manager.
• Assist with programmatic and operational controls in human resources, procurement, risk management and fleet management.
• Maintain physical and electronic administrative files ensuring information is organized and easily accessible; handling of confidential documents ensuring they remain secure.
• Attend meetings and keep minutes; prepare/compose communications relating to Division Administrative matters and general information for the public, both internal and external.
• Receive and direct all calls to the Natural Heritage main telephone line; process incoming and outgoing mail and freight on a daily and as-needed basis.
• Plan and execute improvements to office organization and furniture configurations to support professional appearance, and efficient use of space; Maintains Library, Atrium, Meeting Room and other communal spaces for organization, functionality and cleanliness.
• Monitor office supplies and prepares orders as needed or requested; maintain & organize supply closet with field/office/scientific supplies for central office staff; organize an inventory of apparel to outfit staff with appropriate representation and PPE.
• Creating and assisting staff with purchase order requests; provide other logistics as needed to support operations, including but not limited to: planning and executing Division-wide gatherings and provide support when needed for events (ex. Preserve Openings, Public Meetings).
• Maintain and update the Natural Heritage Vehicles & Equipment calendar, Division Vehicle Register, and all central office fleet supporting documents; Schedule central office fleet maintenance appointments and support routine maintenance of agency-owned & Fleet vehicles assigned to Natural Heritage.
  serving as a division liaison to VA State Parks Customer Service Center and DCR Public Communications and Marketing Office
• Perform other duties as assigned at the discretion of the Natural Heritage Business Manager, Administrative Coordinator and Division Director.

The Virginia Department of Conservation and Recreation (DCR) is the state’s lead conservation agency, and it takes a diverse agency to conserve resources for a diverse commonwealth.

DCR offers paid leave; 13 paid holidays; medical, dental, vision, and life insurance; retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan for classified positions, and VaLORS for law enforcement positions only); and is a federally recognized Public Service Loan Forgiveness (PSLF) employer.

DCR’s Mission is to conserve the natural, scenic, historic, and cultural resources of the Commonwealth. We invite you to learn more about DCR’s efforts to CONSERVE.

Minimum Qualifications

• Significant knowledge of and experience with providing general administrative functions; including overall office support (IT, mail, division phone line, etc.).
• Considerable experience in the operation of web-based applications that manage documents, Microsoft Office software (Excel, Outlook, Word, PowerPoint), and a variety of office equipment such as computers, printers, copiers, and calculators.
• Demonstrated work history creating and maintaining document flow, maintaining and compiling information for logs/files, and experience drafting/formatting letters.
• Considerable experience with data processing, bookkeeping and file management.
• Experience providing direct support at an operational level for tracking/reconciling expenditures, revenues, journal entries and processing invoices.
• Demonstrated experience which highlights skills in preparing reports and statements pertaining to financial revenue and expenditure data from multiple funding sources.
• Demonstrated work history providing customer service and communicating effectively, both orally and in writing with staff, executives, and the public.
• Considerably high organizational skills, time-management skills and detailed oriented.

Additional Considerations

• Knowledge of Generally Accepted Accounting Principles (GAAP) and ability to prepare, file and reconcile data.
• Demonstrated knowledge of and experience with Commonwealth of Virginia travel and purchasing guidelines, systems and functions; including managing travel authorizations and reimbursements, Small Purchase Charge Card support and reconciliation, vendor selection/management processes, eVA procurement, etc.
• Knowledge of and experience working with natural resource organizations and/or agencies.

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.

Submission of an online application is required for this position. DCR does not accept applications, resumes, cover letters, etc. for this vacancy in any other format. When applying for jobs, please ensure your online application and/or resume is complete with duties and skills associated with your work experience.

A valid Driver's License is required to operate a state vehicle or if operating a personal vehicle while conducting business on behalf of the agency.

Selected candidate(s) will need to complete the I-9 Employment Eligibility Verification Form. DCR participates in E-Verify.

Minorities, individuals with disabilities, veterans, and people with National/Federal Service experience are encouraged to apply. EEO/AA/TT

DCR employees are encouraged to visit Virginia State Parks! Check out our employee discounts.

• Free parking or admission to all Virginia State Parks.
• DCR classified, retired, and wage staff (after six months of service) are entitled to overnight facility discounts such as:
  • Free camping outside of the Memorial Day weekend to Labor Day period in sites designed for up to six people.
  • Free camping Sunday night through Thursday night (excluding the night prior to a holiday) from Memorial Day weekend through Labor Day.
  • Fifty percent discount on cabins (up to 3 bedrooms) outside of Memorial Day weekend to Labor Day, for a maximum of 14 nights. All reservations require a two-night minimum. Bunkhouses, camping cabins, and yurts are included; one night yurt stays only receive a 25% discount.

Contact Information

Name: N/A

Phone: N/A

Email: HR@dcr.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.