Pay Band: 3

Agency: Department of General Services (DGS)

Location: Richmond, VA 

Agency Website: www.dgs.virginia.gov 

Recruitment Type: General Public – G

The DGS Division of Engineering & Buildings (DEB) is hiring for a Construction Document Administrator to manage DEB's construction documents and records in support of the State Building Official function. DEB assures the life, health, welfare, and safety of occupants of buildings on state owned property by serving as the State Building Official in accord with the Virginia Uniform Statewide Building Code. More specifically, the Division does the following:

• Develops state policies and procedures on the procurement of construction services, procurement of professional services, and establishing state building design guidelines for economy, construction practices and quality standards.
• Develops and promulgates policies, procedures, and accessibility standards through the Construction & Professional Services Manual (CPSM) and assures conformance to these guidelines and standards by reviewing documents and performing construction inspections.
• Manages the statewide capital outlay construction program through assistance to the Department of Planning & Budget (DPB) with Capital Budget Requests (Appropriations Act) funds distribution, Maintenance Reserve allocations, by supporting the Six-Year Capital Outlay Planning Advisory Committee (6PAC) in management of the capital outlay construction Pool Funding Process, and by providing cost estimating services to support the DPB, 6PAC, House Appropriations Committee and Senate Finance Committee in their capital outlay planning.
• Provides technical assistance to state agencies for programming, design, and procurement, and maintains the Building Information Tracking System (BITS), Electronic Document Review, Virginia Construction Cost Database, and Electronic Document Management.

As part of the DEB team, the Construction Document Administrator will support this by performing quality control of architectural and engineering drafting to assure conformance with CPSM electronic submission standards, electronic construction document preprocessing in BlueBeam, BITS, SharePoint, and Capout email, and assigning work tasks to architectural and engineering reviewers. This position also serves as an Electronic Library Manager and as the point of contact to provide technical guidance to outside agencies to format electronic documents in accord with DEB standards.

Job duties include, but are not limited to: 

• Performing quality control to assure construction document review submittals received from agencies comply with CPSM electronic document submittal formatting and other requirements.
• Evaluating, classifying, and logging incoming documents through Capout email as well as building official forms and their supporting documents received through BITS and Boforms email.
• Managing uploading and cross linking of preprocessed documents between BlueBeam, BITS, and SharePoint.
• Creating BITS entries for submittal review assignments to assign work tasks to DEB architects, engineers, and cost reviewers.
• Managing and coordinating electronic signing and recording of outgoing electronic Building Official approved plans and specifications, including Approved Permit Documents, Approved Permit Revision Documents, and Approved Shop Drawings.
• Assisting in implementing records retention for DEB’s electronic documents in the DEB Electronic Document Library, including drawings, specifications, and calculations for the State Building Official function.
• Serving as a point of contact to provide technical guidance to outside agencies to format electronic documents in accord with DEB standards.

Some duties may require incidental individual travel (e.g., to attend training seminars or for taking DEB’s assigned vehicle to Fleet for service).

This position is located in Richmond, Virginia and eligible for a hybrid telework schedule (telework up to 2 days/week) after the completion of a Telework Agreement.

We’ve got great benefits! 

DGS offers excellent health benefits at affordable pricing, pre-tax spending accounts, paid life insurance, paid Short- and Long-Term Disability benefits, paid holidays, vacation, and other leave benefits, wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. Additionally, supplemental bus passes, ride share, or parking are available and DGS is a qualifying employer for the Public Service Loan Forgiveness Program.  

Minimum Requirements

• Valid Virginia driver’s license (or the ability to attain one within 60 days of hire).
• Experience with data entry and using data to compile and print reports.
• Experience with records management, including physical and electronic document management.
• Experience using word processing software.
• Excellent computer skills with willingness and ability to learn and effectively utilize new software.
• Ability to professionally answer telephone calls and receive visitors and to direct calls and visitors to proper office personnel.
• Ability to multitask, prioritize, and re-prioritize work as new tasks come in.
• Ability to work independently and collaboratively with all levels of staff.
• Ability to communicate effectively both orally and in writing.
• Excellent interpersonal skills.
• Ability to occasionally handle moderately heavy building plans.

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. 

The selected candidate must also pass a criminal background check. 

Additional Considerations 

• Familiarity with the Commonwealth’s records administration policies, procedures, schedules, and guidelines.
• Experience reviewing and administrating forms/documents based on key data points.
• Knowledge of architectural/engineering terms.
• Familiarity with design and construction documents.
• Experience with BlueBeam Studio.
• Experience with the Office Suite and SharePoint.
• Experience with DocuSign.
• Experience with inventorying and requisitioning supplies.

Special Instructions 

The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. Please be sure that all of your relevant qualifications and considerations are specifically addressed in your submitted application. 

Online applications should be submitted via jobs.virginia.gov. 

Fax, e-mail, or mail applications will not be accepted. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.  

You will be provided a confirmation of receipt when your application has been successfully submitted. Applications will continue to be accepted until a suitable pool of candidates is received, but this position may be closed at any time after August 26, 2025. Please refer to the “Your Application” page in your account to check the status of your application for this position. Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.    

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. DGS 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.

The selected candidate must also pass a criminal background check and DMV driving records check.

Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights. 

The Virginia Department of General Services is an equal opportunity employer and a proud Virginia Values Veterans (V3) Certified employer. Individuals from minoritized groups, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.  

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. 

Contact Information  

Name: DGS Human Resources  

Phone: 804-786-3910  

Email: jobs@dgs.virginia.gov