Title: Office Assistant - Wage

State Role Title: Wage 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 Office of the Executive Secretary (OES) of the Supreme Court of Virginia is seeking a skilled and motivated Office Assistant for the Department of Judicial Services. This position will provide administrative support to the court services teams and events for Virginia’s judicial system.

This position has an approximate workload of 20 hours per week.

Position Summary:
The part-time Office Assistant supports the department by assisting with managing the day-to-day administrative operations, support for the Office Services Coordinator, and assisting with departmental projects and documentation. This position also offers daily support to the department’s Education Coordinator.

Key responsibilities include:

• Serving as the secondary point of contact for DJS, answering and directing calls from the public, courts, other state agencies, and other departments within OES
• Performing administrative and organizational tasks to support the department
• Managing the court management visit reporting and generate bi-annual reports
• Supporting the Education Coordinator with training room and hotel logistics, catering coordination, reviewing training content and links, maintaining attendee attendance records, creating, storing and posting training materials, providing WebEx support, and testing content posted to the learning management system.

Minimum Qualifications

• Technology Proficiency
  • Basic proficiency in Microsoft Office Suite (Outlook, Word, and Excel), with the ability to prepare and format simple documents, emails, and spreadsheets.
  • Familiarity with using Adobe Acrobat for viewing and assembling PDFs.
• Administrative and Operational Support
  • Experience providing general office support such as filing, organizing materials, and preparing packets for meetings or events.
  • Ability to schedule and assist with logistics for small meetings or trainings.
  • Comfortable handling routine phone and email inquiries in a professional manner.
• Communication and Interpersonal Skills
  • Ability to communicate clearly and courteously with staff, courts, and the public.
  • Commitment to providing reliable, responsive, and customer-friendly service.
• Work Style
  • Ability to follow instructions and complete tasks with minimal supervision.
  • Dependable and able to maintain confidentiality in handling sensitive materials.

Additional Considerations

• Administrative Experience
  • Familiarity with scheduling tools (e.g., Outlook Calendar) and coordinating basic event or meeting logistics.
  • Familiarity with state or government agency procedures and procurement processes.
  • Experience assisting with the assembly of training materials or handouts.
• Technology Skills
  • Experience with meeting platforms (e.g., WebEx, Teams)
  • Basic familiarity with SharePoint or similar document-sharing platforms.
  • Experience with simple data entry or tracking tools such as Excel or online forms.

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.

• State application, resume and cover letter detailing how the applicant meets the minimum and preferred qualifications is required.
• Position may be eligible for remote work. If made available, individual will be required to occasionally work in the Richmond Office (100 North Ninth Street, Richmond, VA 23219).
• Applicant must live in the state of Virginia.
  

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.