Title: Fiscal Administrative Specialist - #ARSH0087 (Previous applicants need not reapply)

State Role Title: Admin and Office Spec III

Hiring Range: $25/hour

Pay Band: 3

Agency: Dept for Aging & Rehab Svcs

Location: Aging & Rehab Svcs

Agency Website: https://www.dars.virginia.gov

Recruitment Type: General Public - G

DARS is hiring!

We're seeking a Fiscal Administrative Specialist (Wage) to support our Finance Division with procurement and admin tasks. Join us!

Why Join Us?
✅ Purpose-driven work
✅ Inclusive, supportive teams

Job Duties:

The mission of the Finance Division is to provide exceptional customer service, build strong partnerships with DARS and the DSAs while creating innovative ways to deliver support to our partners and stakeholders, promoting excellence in our work product by fostering a team of high performing professionals while adhering to policies and procedures and upholding our roles as prudent financial stewards of public funds.

DARS is seeking Fiscal Administrative Specialist (Wage) to provide administrative and procurement support to the Finance Division. The purpose of the position is:

Administrative:

• Performs a variety of clerical/administrative tasks to support the fiscal unit maintenance and operation.
• Opens and distributes mail and ensures outgoing mail is prepared appropriately. 
• Communicates with customers and the public to facilitate fiscal activities through email, telephone calls and face to face contact. 
• Takes incoming telephone calls and directs calls as appropriate and gives general information. 
• Schedule appointments for CFO & Director.
• Taking accurate minutes for fiscal meetings. 
• Handle confidential information with discretion and maintain strict confidentiality

Finance:

• Runs financial reports and compiles data into reports for fiscal managers. 
• Using sound judgment and making reasonable decisions in all work-related situations. 
• Reviews source documents to determine applicable action to take. 
• Assists with financial tasks and financial reporting. 
• Respond to Audit, ARMICS, and/or other governing entities' inquiries timely.

Procurement:

• Processing procurement requests and ordering fiscal office supplies and other purchases. 
• Tracking invoices along with related purchase orders and contracts. 
• Process certain data, documents, and associated business processes. 
• As requested, tracks receipt of various documents, reviews document for completeness and follow-up as needed. 

Other duties and/or special projects as assigned. Completes duties and/or projects as needed or directed by supervisor.

Minimum Qualifications:

The ideal candidate will have:

Knowledge/Experience:

• Experience providing administrative support for multiple entities.
• Experience researching, organizing, and compiling data.
• Experience working in a professional office environment, and a knowledge of general office policies, procedures, and practices.
• Knowledge of office equipment, including proper telephone etiquette.

Skills/Abilities:

• Ability to work independently and provide exemplary customer service when answering telephone, greeting visitors, and assisting coworkers. 
• Ability to escalate concerns/issues through appropriate levels of management.
• Ability to effectively communicate orally and in writing to the public, clients, and with all levels of management, staff, and vendors.
• Proficiency with MS Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and hardware: printers, copiers, scanners, and telephone switchboards.
• Strong attention to detail and organizational skills, the ability to follow verbal and written instructions and to meet deadlines.
• Ability to respond effectively to changing priorities and effectively multi-task and complete other duties as assigned.

Additional Considerations:

N/A

Special Instructions:

• This has been designated a sensitive position under Va. Code § 2.2-1201.1. 
• A fingerprint-based criminal history check will be required of the finalist candidate.

Reasonable accommodations are available to persons with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Contact recruitment@dars.virginia.gov for assistance.

Minorities, Individuals with disabilities, Veterans, AmeriCorps, Peace Corps, and other National Service Alumni are encouraged to apply.

To Apply:

Equal Opportunity Employer State applications will only be accepted as submitted online by 11:55 p.m. on the closing date through the Commonwealth of Virginia’s New Recruitment Management System. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. PageUp will provide you with 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: Human Resources

Email: Recruitment@dars.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.