Title: Administrative Staff Assistant #W0618

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $51,000 - $61,000 per year (salary commensurate with experience)

Pay Band: 4

Agency: Department of Social Services

Location: DCSE - Valley District

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning and cultivating environments of trust, respect and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginia’s most vulnerable citizens have easy access to the services and benefits available to them.

The Virginia Department of Social Services (VDSS) engages families for success. Its Division of Child Support Enforcement (DCSE) manages nearly 251,000 cases to ensure that child support payments of $590M million per year reach families across the Commonwealth. Support Enforcement Specialists establish and sustain helping relationships with parents who have payment obligations as well as parents who depend on those payments.

Virginia’s children need both financial and family support to grow and thrive. Children with actively involved parents perform better in school, have high self-confidence, and generally achieve greater success in life.

DCSE’s mission is to promote strong, self-reliant families by delivering child support enforcement services, as provided by law, through the location of noncustodial parents, establishment of orders, enforcement of orders, collection of child support, and distribution of child support.

Administrative Staff Assistant serves as:
• Confidential Executive Assistant to the District Manager in DCSE District Offices.
• Provides administrative and clerical support.

Duties may include:
• Composing and processing correspondence.
• Responding to requests for information.
• Liaison with Human Resources and Office of General Services staff, vendors, leasing, maintenance, personnel.
• Preparing and submitting monthly statistical reports.
• Processing and tracking personnel vacancies.
• Procurement in compliance with state procurement regulations.
• Maintaining office supply inventory; coordinating travel arrangements.
• Maintaining confidential files and assisting with training.

Administrative Staff Assistant will provide direct support to the Division of Child Support Enforcement.

Minimum Qualifications

• Experience performing a variety of secretarial duties associated with the administrative duties of an executive office.
• Considerable knowledge with and experience in Microsoft Office software programs.
• Knowledge and ability to apply office administration principles, practices, procedures, and systems.
• Skill in use of Windows Office Suite, skill in drafting, formatting, and editing written correspondence.
• Knowledge of legal terminology and procedures.
• Ability to plan, prioritize, and organize workflow to accommodate peak periods, ability to meet deadlines, ability to maintain automated and manual files, ability to adapt quickly, and with few errors, prepare required documents and process appropriately.
• Ability to collect, organize and document information.
• Ability to make independent decisions.
• Ability to interpret policy and procedures.
• Excellent verbal and written communication skills; positive customer services skills.
• Exceptional organization skills and professional demeanor when dealing with Department and Division personnel and the Division's clients.
• Ability to handle a wide range of sensitive communications and situations.
• Ability to manage procurement and travel expenditures and meet all deadlines.
• Ability to be flexible and adapt to change.

Additional Considerations

Not applicable

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.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (PageUp) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date.

The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce.

VDSS does not provide sponsorship.

VDSS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (PageUp) employment site when you apply.

Contact Information

Name: VDSS - Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.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.