Title: Administrative Assistant

State Role Title: Salary Non-Specified

Hiring Range: Commensurate with experience

Pay Band: UG

Agency: Supreme Court

Location: Supreme Court

Agency Website: WWW.VACourts.gov

Recruitment Type: General Public - G

Job Duties

The Administrative Assistant provides comprehensive administrative support to the DJS Director with specific focus on assisting the Specialty Dockets Division (SDD) Manager and division members. This position is responsible for managing the SDD calendar, coordinating administrative tasks, maintaining communication channels, and assisting with other duties as assigned. The Administrative Assistant plays a vital role in ensuring the smooth operation of the division and facilitating effective communication and coordination among internal and external stakeholders.

Essential Duties and Responsibilities:

Administrative Support:

• Execute all administrative tasks required to support the DJS Director and SDD members efficiently and effectively.
• Compile monthly Division status reports.
• Maintain Specialty Dockets Webpage and associated documents
  • Directories, advisory committee membership rosters, best practice documents, training information, etc.
• Maintain an accurate and up-to-date directory of Committee members, monitoring terms, and providing notice to the SDD Manager of upcoming committee member term expiration.
• Regularly monitor and update the Division's website, making recommendations for improvements.
• Proofread letter, reports, presentations, and other written documents for format & content, with attention to details.
• Assist with preparing information to submit for quarterly grant reporting requirements.
• Track number of hours for coordinating conferences event for grant reports.
• Assist with information needed for federal grant applications by localities or for statewide applications.
• Digitization of archival materials.
• Assist Education Coordinator and Office Services Coordinator as needed.

Calendar Management:

• Assist in the management of the SDD Team calendar. Update calendars and regularly monitor email and other communications to ensure coordination and confirmation of logistics.
• Coordinate scheduling with internal and external parties, as requested.
• Identify and reserve meeting spaces and arrange off-site meeting locations, as requested.
  

Correspondence Management:

• Open, sort, and distribute division mail, ensuring timely and appropriate handling.
• Answer Division calls, review division voicemails, and prepare message notes for the division members attention
  • Act as backup for DJS main telephone line.
• Prepare and distribute a regular SDD newsletter, including notifying the field of upcoming events, grant opportunities, and announcements.
• Review and draft written correspondence, ensuring accuracy, clarity, and adherence to established protocols.

Meetings and Presentations:

• Compile support documents for internal and external meetings, including meeting invitations, agendas, and related documents.
• Prepare meeting minutes and maintain accurate records of SDD Manager's speaking engagements and participation in conferences and external events.
• Assist in organizing and coordinating logistics for meetings and presentations, including venue selection, audiovisual equipment, and catering if necessary.
• Arrange staff assistance for Specialty Dockets Committees as requested.
• Manage training supplies and ensure supplies are always available.
• Assist the training coordinator with registration and other logistics for the statewide annual training and other training events.

Minimum Qualifications

The above job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and skills required. The Administrative Assistant may be required to perform additional tasks as needed to support the objectives of the Specialty Dockets Division (SDD), Department of Judicial Services, and the Office of the Executive Secretary.

Additional Considerations

This position will work in the Richmond Office (100 N. 9th Street, Richmond, VA 23219) and remote work options are not available.

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.

Contact Information

Name: Daisy Duitsman

Phone: No calls

Email: Humanresources@VACourts.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.