Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $21.60-$26.12 commensurate with experience

Pay Band: 3

Agency: Dept of Health Professions

Location: Dept of Health Professions

Agency Website: www.dhp.virginia.gov

Recruitment Type: General Public - G

Job Duties

This posting will be used to fill multiple vacancies.

The Virginia Department of Health Profession's (DHP) mission is to ensure safe and competent patient care by licensing health professionals, enforcing standards of practice, and providing information to health care practitioners and the public.

The Administrative Assistant for the Board of Social Work acts as administrative support by handling routine telephone and written inquiries; maintaining appropriate documentation and updates in the My License Office (MLO) database. This position will also assist with scanning, copying, and mailing along with other responsibilities such as name and address changes, license verifications, and processing exam scores and transcripts.

This is a wage (hourly) position limited to working no more than 1,500 hours during the 12 month period of May 1 – April 30, regardless of the hire date. The wage employment period resets on May 1 of the following year. All wage employees are limited to working no more than 29 hours per week on average over the 12-month period.

Minimum Qualifications

• Considerable knowledge of office procedures and practices, including automated/hard copy file maintenance is required.
• Working knowledge of licensing principles and practices within a regulatory office environment.
• Must possess or have the ability to quickly develop a comprehensive knowledge of state laws, regulations and policies pertaining to licensing professions within the Board of Social Work.
• Ability to apply this information in response to customer contacts, via phone or written correspondence.
• Ability to solve problems, work independently and research relevant documentation to ensure quality service.
• Strong ability to communicate orally effectively and tactfully and in writing.
• Demonstrated interpersonal skills and ability to work cooperatively with others in a team environment.
• Demonstrated ability to enter data, analyze data, prepare spreadsheets, and make recommendations for improvement based on reports.
• Proficient in using Microsoft Office Suite.
• Proficient in using Adobe.
• Experience working in administrative services or related field or equivalent combination of education/ experience.
• Experience in a regulatory environment, knowledge of various office systems, including licensing data base systems and working with the public in a fast-paced environment.

Additional Considerations

N/A

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.

DHP accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history and duties/responsibilities which demonstrate your qualifications for this position. Please be as detailed as possible in your application. Assumptions will not be made regarding your experience.

Supplemental Questions:
You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration. Answers should be reflected in jobs and positions held. Statements such as "see resume', "see above", and the like will not be accepted.

· As an employee of this agency, you are required to review and sign the Department's Confidentiality Statement, which will be retained in your personnel file.
· As an employee of this agency, you are required to review and sign the Agency's Code of Ethics, which will be retained in your personnel file.
· As an employee of this agency, you are required to successfully complete computer systems security training prescribed by this agency and in accordance with the Virginia Information Technologies Agency (VITA). Successful completion of initial training and any subsequent updates is a condition of employment.”
· A criminal background check is required for this position.

Contact Information

Name: Human Resources

Phone: 000-000-0000

Email: recruitment@dhp.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.