Title: Administrative Staff Specialist, VDSS Henrico, (W4210)

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $65,000, Minimum, (salary commensurate with experience)

Pay Band: 4

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning and cultivating environments of trust, respect and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

The Division of Licensing Programs protects the health, safety and well-being of vulnerable adult and child populations served in regulated care settings within the Commonwealth.

This position is responsible for providing confidential and comprehensive administrative support to the Director of Licensing Programs (Director); assisting with coordinating all aspects of the Director’s calendar; and providing administrative support for the Division of Licensing Programs (DOLP) Leadership Team, as assigned by the Director.

Supports the Director and leadership team to ensure the Director’s directives are carried out timely and efficiently through drafting correspondence and coordinating meetings and deadlines. Serves as an active member of the division’s leadership team. Accompanies the Director on workgroups, committees, or other bodies. Leads and delivers cross-functional project workflow and administrative tasks: may be responsible for project budgets, resourcing, risk management, and stakeholder engagement.

Duties may include: drafting and processing correspondence; coordinating meetings, accompanying the Director in various meetings, coordinating travel arrangements; use of project management platforms, (MS Project, Jira, SharePoint and MS Office Suite), and researching, analyzing and writing policy documents. They will also provide direct support to the Division of Licensing Programs.

This position is a hybrid position consisting of in‐office duties weekly and may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy. The days may vary as they are dependent upon the Director’s schedule and weekly priorities. This position is located in the VDSS Home Office.

Please submit a cover letter with your application to include experience and level of proficiency, using software, (MS Project, PowerPoint, Jira and SharePoint) and your knowledge and skills that specifically meet the minimum qualifications of this position.

Minimum Qualifications

Administrative/clerical training or experience

Considerable experience:
-Researching, analyzing and drafting correspondence and other documents
-Utilizing Microsoft Office software programs and related software which could include: MS Project, PowerPoint, Jira and SharePoint
-Ensuring, maintaining, and promoting confidentiality, particularly with confidential and sensitive communications, documents, situations, and discussions

Experience drafting, editing, and proofreading complex documents and various forms of communication

High level ability to communicate effectively both orally and in writing, and work collaboratively and cooperatively with others, including all levels of colleagues, with diverse populations and internal/external stakeholders.

Please submit a cover letter with your application to include experience and level of proficiency, using software, (MS Project, PowerPoint, Jira and SharePoint) and your knowledge and skills that specifically meet the minimum qualifications of this position.

Additional Considerations

-Experience providing support in a local, state, or federal government work environment.
-Experience providing administrative support in a human services environment.
-Experience in an executive support role.
-Understanding of budgetary practices and/or knowledge of basic financial practices

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.

NOTE: This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS 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.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (PageUp) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date.

The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce.
VDSS does not provide sponsorship.

VDSS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply.

Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (PageUp) employment site when you apply.

Contact Information

Name: Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov (applications/resumes or any other supporting documents are not accepted)

Email: dssrecruitment@dss.virginia.gov (applications/resumes or any other supporting documents are not accepted)

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.