Title: Administrative Assistant - OMPS #W0126

State Role Title: Admin and Office Spec III

Hiring Range: $16.27 - $23.34 per hour

Pay Band: 3

Agency: Virginia Department of Agriculture

Location: VDACS CENTRAL HEADQUARTERS

Agency Website: www.vdacs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Agriculture and Consumer Services is seeking a customer service orientated individual for the part-time position of Administrative Assistant with the Office of Meat and Poultry Services (OMPS). This position provides supports to the OMPS Management Team and backs up the Administrative & Program Specialist. Duties include entering data into the agency database including slaughter data, Humane Activities Tracking System data, and water & product sample results and maintaining a complex manual filing system. Additional responsibilities include filtering custom except applications for red meat and poultry to the appropriate individual; updating and distributing red meat custom renewal application packets; and sorting and filtering poultry exempt applications and maintaining registrations. This position also distributes correspondences and other documents; receives and distributes mail; maintains inventory supplies; reviews inspector generated documents for accuracy and tracks inspector training; and coordinates guidance and publications. This position provides professional customer service over the telephone or via email regarding requests or information about inspections or exemptions.

This position is paid on an hourly basis, is limited to working no more than 1500 hours per year beginning each May 1, and offers no benefits. This position will work approximately 25 hours per week during normal business hours on scheduled days; however, the work hours may occasionally fluctuate due to business needs.

Minimum Qualifications

Considerable knowledge of office practices, procedures, and office equipment and working knowledge of a variety of filing systems. Strong customer service and written/oral communication skills including grammar and proofreading. Computer proficiency to include the MS Office and database operation including considerable skill and experience in performing detailed data entry and retrieval duties. Demonstrated ability to organize and maintain a complex manual filing system; to interpret and follow oral and written rules and regulations; to maintain harmonious working and client relations; to learn new practices, procedures, and equipment operations; to collect, assemble, and process information; to organize work; and to respond customers in a professional manner. Ability to multi-task work in stressful situations without direct supervision. H.S. Diploma/GED required.

Additional Considerations

A combination of related education, training and experience indicating possession of the preceding knowledge, skills, and abilities to include knowledge of business administration and current/recent clerical experience involving the performance of similar office services support duties in a government or regulatory office.

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.

The Immigration Reform and Control Act requires that before we can legally employ an individual, we must verify both the identity and employment authorization of the individual. VDACS uses Form I-9 to satisfy this requirement. Form I-9, instructions, and the List of Acceptable Documents can be found at https://www.uscis.gov/i-9. VDACS does not offer sponsorship for employment purposes; therefore, the selected candidate will need to be able to provide acceptable documents in accordance with Form I-9 (use link above for more details). Additionally, VDACS participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional assistance with this requirement, please contact hr.vdacs@vdacs.virginia.gov.

Final candidate must successfully complete a fingerprint-based criminal background check.

If you have been affected by DHRM Policy 1.30 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

Contact Information

Name: Human Resources

Phone: N/A

Email: hr.vdacs@vdacs.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.