Title: NRO - P0804 - Office & Administrative Support

State Role Title: Admin and Office Spec III

Hiring Range: $44,000 - $60,000

Pay Band: 3

Agency: Dept of Environmental Quality

Location: Northern Regional Office

Agency Website: www.deq.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Environmental Quality's Northern Regional Office (NRO) seeks a qualified candidate to serves as scheduled back-up for the NRO receptionist. These duties include but is not limited to: answer phones, greet/direct visitors, open/sort/ distribute incoming mail, receive and process facsimiles, use of postage meter, and general-use vehicle processing procedures for front desk coordination. Fleet management duties including but limited to backup and assistance with vehicle packets, reservations spreadsheet, and monthly collection, rotation and reporting of General Use Vehicle Mileage logs.
Manages and maintains the FOIA log and inbox. Conduct and conclude searches for responsive documents, analyze data collected to produce formal request response, recognizes various types of search criteria and protocols.
Monitors responses to ensure VFOIA timeframes are met and transmits records to requester using VitaShare or other delivery mechanism.
Assist with office events by coordinating with others, scheduling the conference rooms, and prepping the rooms based on needs.
Stay abreast of the day-to-day operations and needs of the office
Independently review files to ensure that they are required to and ready to be scanned.
Prepare files/records for scanning and placement into ECM.
Prioritize work activities to meet required deadlines.
Anticipate large volume work assignments and plan accordingly, or seek assistance
Checks voice mail system for overnight messages each day; transcribes and relays to staff in a timely manner.
Serve as translator for Spanish speaking callers and visitors.

Minimum Qualifications

Knowledge of Freedom of Information Act (FOIA)
Proficiency in using database management systems to include searching, downloading and uploading.
Bilingual (Spanish) required.
Ability to prioritize and meet deadlines.
A working knowledge of office practices, procedures, and equipment; ability to use computers, and Microsoft Office.
Demonstrate knowledge, skills and abilities in interpersonal and public relations; including effective working relationships, promoting teamwork, showing respect to others, customer service, and the ability to work independently.
Skills with use of a multi-line telephone system and knowledge of general office equipment and procedures.
Strong writing skills, particularly for drafting responses, reports, or guidelines, are crucial for presenting information clearly and accurately

Additional Considerations

Familiarity with laws related to FOIA,
Experience in training others on policies or procedures can enhance your ability to articulate FOIA processes and educate others within the organization

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.

Please Read Carefully:

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Excluding current DEQ Employees, selected candidates for employment MUST pass a criminal background check. A valid driver’s license is required of all DEQ employees in order to operate a state-owned or leased vehicle.

The Application Process: Individuals desiring to be considered for this position must submit a completed employment application or you may attach a resume before the position’s closing date. Applications received after the closing date will not be considered. Applicants are encouraged to be specific regarding job-related knowledge, skills, and abilities. Applications submitted via postal mail, email, or fax will not be considered.

DEQ Values Veterans: DEQ is a proud member of the Commonwealth of Virginia Values Veterans (V3) Program, authorized under the Code of Virginia (§2.2-2001.2). We are committed to recruiting, hiring, and retaining qualified Veterans and their spouses. Veterans who are hired into state positions may be eligible for additional leave accruals based on their total years of service in the military, National Guard or Reserve. For more information please visit: https://www.dhrm.virginia.gov/employeebenefits

Our Commitment: DEQ is an equal opportunity employer by both policy and practice. We are committed to building a diverse and inclusive work environment with employees who reflect our communities and enthusiastically serve them. All applicants are considered for employment without regard to race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, genetic information, or against otherwise qualified persons with disabilities. It is DEQ’s intent that its employment and personnel policies and practices conform to all applicable federal, state, and local laws and regulations regarding nondiscrimination. DEQ will provide if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application and/or interview process. If any assistance is needed, please contact DEQ Human Resources Office at 804-698-4000.

Contact Information

Name: Yolanda Powell

Phone: 804-584-7203

Email: HROCommunications@deq.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.