Title: Administrative Specialist #W0012

State Role Title: Admin and Office Spec III

Hiring Range: $24/Hour

Agency: Dept of Emergency Management

Location: Region 1

Agency Website: www.vaemergency.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Emergency Management is currently seeking a qualified candidate to become our Administrative Specialist!

The Administrative Specialist will support VDEM Region 1, Logistics Support and Coordination Division, and Special Operations Division by performing a variety of administrative, program, technical, clerical, or office support activities. The position will produce, and process staff travel authorizations and reimbursements, purchase requisitions, order and purchase supplies and/or food, and manage a small purchase charge card, adhering to all Commonwealth and VDEM policies and procedures. This position will assist with the set-up of meetings or conference calls, take meeting minutes, and maintain divisional calendars and meeting room reservations. The position will maintain contact lists and update them on a regular basis, and produce weekly newsletters based on information provided by staff. The position will also maintain a variety of records, such as inventories of supplies and materials, office correspondence, reimbursement vouchers, small purchase card documentation, and other forms and reports. This position will require the application and knowledge of basic math and bookkeeping, telephone procedures, and standard business communication.

All VDEM employees are designated as essential personnel and may be required to work during emergency situations such as inclement weather, and natural or man-made disasters/events as directed. This may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the employee’s official Employee Work Profile/job description.

This position is eligible for one day of telework per week. Due to the public-facing nature of the role, regular onsite presence is required.

Minimum Qualifications

• Working knowledge of office practices and procedures, proper grammar, spelling and punctuation; and basic mathematics.
• Considerable experience providing administrative support to include data entry, filing, and other related administrative duties in a professional setting.
• Working knowledge processing travel authorizations and reimbursements, purchasing, use of a small purchase charge card, and following procurement rules and regulations.
• Demonstrated experience using Microsoft Office Applications (Word, Excel, PowerPoint, etc.)
• Ability to take meeting minutes and producing meeting documentation.
• Demonstrated experience using office equipment (computer and printer).
• Capability to maintain positive working relationships with internal colleagues and external partners.
• Excellent communication (written and verbal), organizational, problem-solving, customer service skills
• Ability to multi-task, meet critical deadlines, and work with minimal supervision, either independently or on a team.

Additional Considerations

• Experience with SharePoint, Microsoft Teams, and Outlook is preferred.
• Experience using Virginia cost/financial management related systems is preferred.
• Experience in emergency management or a related field is preferred.
• 1-2 years' experience working as an administrative and office specialist is preferred.

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.

Applications will only be accepted on-line through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.

Employment is contingent upon satisfactory results of a fingerprint-based criminal history background check, Division of Motor Vehicle check, employment reference check, and E-Verify. The selected candidate must complete a State of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114). Other financial, credit, driving, or degree verification checks prior to employment may be required for certain positions. A one-year probationary period is required of all newly hired and re-hired Commonwealth of Virginia employees.

The salary for this position is negotiable up to the maximum hiring range listed in this posting. Offers will not be made outside of the hiring range. This is a restricted position due to the funding source.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply.

VDEM does not provide sponsorship to prospective or current employees. Applicants applying for a position with our agency must be legally authorized to work in the United States at the time of employment.

The Virginia Department of Emergency Management is an Equal Opportunity Employer

Contact Information

Name: Human Resources

Phone: (804) 366-7942

Email: Recruitment@vdem.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.