Title: AOS III - Admin. Assistant

State Role Title: 19013

Hiring Range: starting at $38,000 (commensurate based on experience)

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type: General Public - G

Job Duties

Western State Hospital is seeking a full time Admin. Assistant for our Physical Plant Services (PPS) Department to ensure effective communication between ward and maintenance employees through work orders and telecommunication devices. This position will answer telephone for the department; dispatch emergent work requests; be the liaison between Support/Admin/Units and PPS; maintain vehicles and fuel cards related to Agency Owned vehicles in the Mansfield database; and convert Web Requests to CM work orders.

The Admin. Assistant will also generate and print weekly/monthly work orders; close PM and CM work orders; schedule fleet and agency owned vehicles for service, maintenance and inspections; schedule vehicles for patient/staff trips; distribute vehicle keys to vehicle users; maintain key control; obtain quotes from outside vendors for vehicle service, repairs and inspections; prepare Purchase Requests for transportation; and prepare reports for State Police and Fleet Services.

This position is eligible for:

- retirement with cash match
- paid time off; sick time; family/personal time; and community service time
- health, vision, and dental insurance
- life insurance

Minimum Qualifications

- Entry-level office experience
- Valid Virginia Driver's license
- General knowledge of standard office equipment including copier/fax/scanner, computer, two-way radio, telephone

Additional Considerations

- High school graduate or equivalent
- Bilingual
- Veteran or veteran spouse

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.

Western State Hospital is a tobacco free facility in all state buildings and on facility grounds. Submit a completed state application online at https://virginiajobs.peopleadmin.com/. if assistance is needed, contact by email Samantha.Leep@dbhds.virginia.gov. To apply for a job, you must make sure that your online application is complete. MISSING INFORMATION IS AN INCOMPLETE APPLICATION AND WILL NOT BE PROCESSED. Please make sure all telephone numbers/addresses are current and up-to-date. REMEMBER YOUR CONFIRMATION NUMBER. You have not completed applying for this position until you receive a confirmation number. If you are connected to a printer, print the confirmation number so that you can track the progress of your application and click on OK. If you are not connected to a printer, write down the confirmation number and then click on OK. Reasonable accommodations for the application and/or interview processes are available upon request to persons with disabilities per the Americans with Disabilities Act. Minorities, Veterans and people with disabilities are encouraged to apply. WSH is an EEO compliance facility.

In accordance with Executive Directive #18, as a condition of employment, the Commonwealth of Virginia requires all Executive Branch employees, including new hires and contract workers, to disclose their vaccination status. If you are the selected candidate, proof of vaccination will be required during new employee orientation on your first day of work. Employees that are not vaccinated must be tested weekly.

Commonwealth’s Alternate Hiring Process: 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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Samantha Leep

Phone: 540-332-8306

Email: samantha.leep@dbhds.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.