Title: Office Services Specialist #W0649

State Role Title:  Admin and Office Specialist III

Hiring Range: $19.00- $21.00 per hour

Pay Band: 3

Agency: Department of Fire Programs

Location: Dept of Fire Programs

Agency Website: www.vafire.com

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Fire Programs enhances public safety in the Commonwealth by providing supplemental funding, training, fire prevention and life safety education, along with statewide fire code enforcement. The Community Risk Reduction (CRR) process assists in the identification and prioritization of state and local community risks to facilitate the integration and strategic investment of emergency response and prevention resources to minimize their occurrence and impact.

The Department of Fire Programs is seeking a qualified Office Services Specialist to provide administrative and customer service support for the staff of the office of Community Risk Reduction. This position is responsible for, but not limited to greeting visitors; answering telephone and email inquiries; preparing/writing correspondence, reports, spreadsheets, and various documents; maintaining paper and electronic files; data entry; utilizing a small purchase charge card; and retaining documents as required and necessary. This position will also provide administrative support to other office areas as directed.

This is an hourly wage position with no state benefits. The incumbent of this position must have the ability to work a minimum of 20 hours per week, but no more than a maximum of 1500 working hours allowed in a 12-month period from May 1 to April 30.

Minimum Qualifications

•A work history demonstrating experience, skills, and knowledge of a wide variety of administrative and office procedures/practices.
•Considerable work experience providing customer service to diverse internal and external customers via phone, email, or face to face.
•Work experience directing phone/email inquiries to appropriate staff and managing electronic and physical records/files.
•Experience demonstrating knowledge skills, and abilities to prepare written documents to include proper use of grammar, spelling, and punctuation in the preparation of correspondence, spreadsheets, and other various documents.
•Experience analyzing information with demonstrated ability to interact with diverse levels of internal/external stakeholders and provide verbal feedback as needed.
•Considerable experience demonstrating knowledge, skills, and abilities to use computers, Microsoft Office products including MS-Word, MS-Excel, MS-PowerPoint, Outlook email and various software.
•Experience demonstrating the ability to manage conflicting priories/work assignments and meet deadlines in a fast-paced work environment.
•Experience demonstrating the ability to work independently with minimal supervision as well as with a team.

Additional Considerations

No additional considerations listed

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 employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number on the fax cover sheet. AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call 804-225-2131 for assistance.

Criminal History: Employment is contingent on the successful completion of a background check. All applicants are subject to a background investigation. The investigation may include: fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks requested by the hiring authority.

Equal Opportunity Employer

Contact Information

Name: Taris Harmon

Phone: 804-292-6482

Email: taris.harmon@dhrm.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.