Title: Office Administrator - Henrico

State Role Title: Admin & Office Specialist III

Hiring Range: $54,000.00 + State Benefits

Agency: Indigent Defense Commission

Location: ADMINISTRATIVE OFFICE 200

Agency Website: www.vadefenders.org

Recruitment Type: General Public - G

Job Duties

The IDC’s Administrative Office is seeking to fill an Office Administrator position that will serve our mission of protecting and defending the rights and dignity of our clients through zealous, compassionate, high-quality legal advocacy. The Office Administrator reports to the Deputy Director and is employed at-will. This position is in-person and does not offer the option for remote work.

If you are interested in applying and joining our mission, please complete an application. If you have specific questions related to applying, please contact us at recruiting@vadefenders.org.

Duties:
The Office Administrator provides direct support to the Executive and Deputy Directors as well as the Training and Certification and Finance departments. This person will serve as the primary point of contact, coordinating the daily activities of the Office and acting as secretary and liaison to the Commission. This position will serve as the first point of contact for all phone calls and will communicate and interact with the public (including private certified court-appointed attorneys), office colleagues, public defenders’ offices, and Commission members. This person will also provide administrative support and assistance with all VIDC training conferences and provide support for the court-appointed attorney certification/recertification process. This role also serves as a resource for procurement matters and provides backup coverage for the Procurement Officer as needed.

The IDC is committed to inclusive hiring and is dedicated to diversity in our workforce. We encourage and welcome qualified applicants of all identities, cultures, backgrounds, and experiences.

Minimum Qualifications

The qualified candidate will lead by positive example, accept and implement feedback, communicate promptly with the Deputy Director regarding office concerns, and be highly detail-oriented.

• High school Diploma or equivalent is required for this position.
• Comprehensive knowledge of office practices and procedures and equipment is essential, along with professional communication skills and experience in creating and editing letters, memos, and correspondences.
• Proficiency in the Microsoft Office Suite, Google Workspace applications, and coordinating virtual meetings.
• Provide support for the court-appointed attorney certification process, including utilizing ACES, handling inquiries from attorneys, and assisting with inputting information into the certification database.
• Familiarity with Commonwealth procurement rules and regulations, including the use and reconciliation of small purchase charge cards and other purchases.
• Strong organizational skills with the ability to plan, prioritize assignments, and manage multiple tasks.
• Excellent verbal and written communication skills.
• Ability to work both independently and collaboratively within a team-driven environment.
• Ability to establish and maintain effective working relationships with coworkers, team members, the general public, and external agencies.
• Capable of meeting competing, inflexible deadlines.
• Ability to remain focused and perform effectively amidst multiple distractions, particularly when working at the receptionist desk.

Additional Considerations

Experience as an office manager or executive assistant will be strongly considered.  Prior experience providing administrative and executive-level support in an office setting. Ability to learn procurement systems, such as eVA.

Special Instructions

Applications for this position require a cover letter and resume. Failure to submit both may disqualify you from further consideration.

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. While creating an account through the state system will save your basic information (please remember your username and password), applications are NOT saved for future openings. We encourage you to apply to any and all of the positions you may be considering within the IDC.

Employment is contingent upon the successful completion of a fingerprint-based criminal background check. Being authorized to work in the U.S. is a precondition of employment. IDC uses the E-Verify system and does not provide sponsorship.

Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted. IDC does not accept “see resume” as a response to any question. Information on the application is the primary source used for screening the position. Reasonable accommodations are available to applicants if requested, during the application and/or interview process.

This position qualifies for Public Service Loan Forgiveness (PSLF) depending on your type of loan.

Edits cannot be made to the application once you have received a confirmation number. Phone calls are not accepted regarding an inquiry into the status of an application. Please login to the RMS system for status updates.

Contact Information

Name: Ashley Washington

Phone: 804-662-7249

Email: recruiting@vadefenders.org

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.