Title: Administrative Staff Specialist

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $58000 - $72000

Pay Band: 4

Agency: Virginia Department of Health

Location: VDH-Central Office

Agency Website: www.vdh.org

Recruitment Type: General Public - G

Job Duties

The Office of Family Health Services (OFHS) is responsible for administering state, regional, and local community-based efforts to prevent noncommunicable disease and promote health and wellness. OFHS administers programs specific to chronic disease prevention, tobacco prevention, maternal and child health, injury and violence prevention, nutrition, oral health promotion and conducts surveillance and evaluation to inform programs and policy. The OFHS seeks a qualified candidate to serve as the Administrative Staff Specialist to the OFHS Director. The selected candidate will be responsible for providing direction, oversight, and organization of administrative functions for OFHS. OFHS’ administrative specialist independently performs a variety of administrative support tasks such as drafting presentations and reports, filing, reception, scheduling appointments and travel, making reservations, sorting mail, ordering supplies, and transcribing, in direct support of the OFHS Director. Work tasks regularly require extreme discretion and interpretation of policies, procedures, or processes. The administrative specialist provides guidance and direction to other staff and serves as an information resource regarding paper and electronic document and file storage and physical space management. Administrative staff specialist works with office leadership and the business operations team to create and maintain office organizational charts, staff directory, and standards of procedures and related training for administrative tasks. This role may conduct research and assemble information, reports, and analysis on behalf of another administrative, technical, or professional staff member. Duties include providing logistical support for meetings and events, including drafting presentations; keeping Office Director’s schedule organized; ensuring timely and confidential flow of all communication; submitting and tracking reports and presentations for agency leadership approval; and providing telephone, email, and guest support. This position demonstrates a high level of customer service to all clients.

Minimum Qualifications

Comprehensive knowledge of office management principles, procedures, and best
practices - Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Visio) and Adobe
Acrobat Pro, and Canva - Skilled in managing administrative operations to support professional staff, including
preparing correspondence, reports, and presentations - Demonstrated ability to track assignments and documents through review, follow-up,
and signature processes - Strong organizational skills with the ability to manage multiple projects and competing
priorities effectively
Able to initiate and complete procurement of goods and services following state
requirements

Additional Considerations

Demonstrated experience with event planning and travel coordination.
Experienced in applying records retention guidelines and Freedom of Information
Act (FOIA)
Knowledge with state laws and regulations and the state legislative rule
making processes

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.

Contact Information

Name: Tomica Gregory

Phone: 804-814-9684

Email: tomica.gregory@vdh.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.