Title: Administrative Specialist #W0012

State Role Title: Administrative and Office Specialist III

Hiring Range: Commensurate with experience ($22 - $24)

Pay Band: 3

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 seeking an Administrative Specialist to provide support to VDEM Region 1 and the Special Operations Division. This is a wage position, not to exceed 1500 working hours per year (May 1- April 30). This position is also not entitled to state benefits.

The Administrative Specialist will be responsible for providing support to the Region 1 Chief Regional Coordinator and the Special Operations Division Director with daily operational/administrative duties and response operations. In accordance with all Commonwealth and VDEM policies and procedures, this role will create, and process staff travel authorizations/reimbursements, purchase requisitions, order supplies and/or food and oversee a small purchase charge card. The incumbent will take meeting minutes and manage divisional calendars/meeting room reservations. In addition, this role will assist with scheduling and setup of meetings, trainings or conference calls.

The Administrative Specialist role will involve regularly updating contact lists and producing weekly newsletters based on staff-provided information. This individual will also manage various records, including supply inventories, office correspondence, reimbursements vouchers, purchase card documents and other forms and reports. Basic math, bookkeeping, telephone etiquette and standard business communication knowledge are required.

Our mission is to sustain a Commonwealth that is safe, secure and resilient. To that end, we are committed to establishing, promoting, and maintaining a work environment where diversity and inclusion are valued, and where all employees are respected, treated fairly, and given opportunities to develop and grow to their full potential.

All VDEM employees are designated as essential personnel and may be required to work during emergency situations such as inclement weather and natural or human-made disasters. 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 Work Profile.

This is a wage position, up to 29 hours per week Monday – Friday between the business hours of 9:00am – 5:00 pm. Schedule may vary based on business needs.

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.

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.

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.

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.

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 Employ

Contact Information

Name: Human Resources

Phone: (804) 912-7254

Email: Humanresources@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.