Title: ISS Office Manager - 00061

State Role Title: Admin and Office Spec III

Hiring Range: $45,000 - $50,000

Pay Band: 3

Agency: Department of General Services

Location: ISS

Agency Website: https://dgs.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Department of General Services (DGS) provides value to citizens, the Commonwealth, and businesses through a wide range of professional services, including procurement, engineering, facilities, and information systems. The Office of Information Systems and Security (ISS) support operational efficiency and technology management across all DGS divisions.

The ISS Office Manager is responsible for overseeing all ISS procurement, inventory management, billing reconciliation, and administrative operations. This position plays a key role in maintaining fiscal accountability, ensuring compliance with state procurement requirements, and providing high-level administrative support to the ISS Director and staff. Key responsibilities include:

• Managing the Small Purchase Charge Card (SPCC) Program: utilize and reconcile small purchase charge card for department and technology related purchases.
• Coordinating technology procurement processes in accordance with agency and state purchasing policies.
• Monitoring and maintaining hardware and software inventories, license renewals, and related documentation.
• Processing and reconciling monthly Virginia Information Technology Agency (VITA) billing and cost center allocations.
• Supporting office management tasks such as scheduling, correspondence, and record retention.
• Developing and maintaining standard operating procedures (SOPs) for recurring administrative functions.
• Managing workload priorities to meet deadlines and ensure timely completion of procurement and billing activities.
• Obtaining Virginia Contracting Associate (VCA) certification within one year of employment and maintained thereafter.

DGS offers excellent health benefits at affordable pricing, pre-tax spending accounts, paid life insurance, paid Short and Long-Term Disability benefits, paid holidays, vacation, and other leave benefits, wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. DGS is a qualifying employer for the Public Student Loan Forgiveness Program.

This position will be located in Richmond, Virginia and must report on-site. This position is eligible for a hybrid telework schedule (telework up to 2 days/week) upon completion of an approved telework agreement and performance period.

Minimum Qualifications

• Experience performing procurement or administrative work related to purchasing, billing, or inventory management. 
• Demonstrated experience in inventory tracking, asset management, or technology procurement.
• Experience reconciling or processing technology or departmental billing transactions.
• Strong organizational, analytical, and time management skills.
• Demonstrated ability to communicate effectively both orally and in writing.
• Proficiency using Microsoft Office 365 applications (especially Excel, Outlook, and SharePoint).
• Excellent data entry skills and attention to detail
• Good technical skills and demonstrated ability to compose and compile reports
• Ability to understand and follow policies and procedures
• Demonstrated ability to manage & complete multiple assignments accurately within established time frames
  
  

Additional Considerations

• Experience with eVA, VITA, or similar state procurement and billing systems.
• Experience coordinating procurement or billing activities within a public-sector organization.
• Knowledge of general accounting and reconciliation practices 
• Knowledge of general public record retention policies.
• Must be able to successfully obtain Virginia Contracting Associate (VCA) within 12 months of hire to obtain and maintain purchase card.

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.

The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. Please be sure that all of your relevant qualifications and considerations are specifically addressed in your submitted application. 

Online applications should be submitted via jobs.virginia.gov. 

Fax, e-mail, or mail applications will not be accepted. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.  

You will be provided a confirmation of receipt when your application has been successfully submitted. Applications will continue to be accepted until a suitable pool of candidates is received, but this position may be closed at any time Five days after posting. Please refer to the “Your Application” page in your account to check the status of your application for this position. Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.    

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. DGS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

The selected candidate must pass a fingerprint-based criminal background check.

The selected candidate will also be required to obtain Virginia Contracting Associate (VCA) certifications within one year of employment, if they do not already have them:

Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights. 

The Virginia Department of General Services is an equal opportunity employer and a proud Virginia Values Veterans (V3) Certified employer. Individuals from minoritized groups, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.  

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. 

Contact Information

Name: DGS Human Resources 

Phone: 804-786-3910

Email: jobs@dgs.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.