Title: Administrative Staff Assistant: Central Administration - Deputy Director for Institutions #00445

State Role Title: Admin and Office Spec III

Hiring Range: $45,472.00 - $70,937.00

Pay Band: 3

Agency: Dept of Corr - Central Admin

Location: DOC Headquarters

Agency Website: www.vadoc.virginia.gov

Recruitment Type: Agency Employee Only - A

Job Duties

The Administrative Staff Assistant to the Deputy Director for Institutions provides comprehensive administrative support and ensures the efficient management of daily office operations. This position is responsible for coordinating tasks, facilitating effective communication, and maintaining organizational standards to advance the objectives of the Deputy Director’s office.

Key Responsibilities
- Manage and prioritize the Deputy Director’s calendar, correspondence, and daily activities
- Review, route, and respond to incoming communications on behalf of the Deputy Director
- Coordinate meetings, prepare agendas, and develop supporting materials
- Compile reports, statistical data, and presentations (PowerPoint, Excel)
- Ensure timely completion of assignments, projects, and deliverables
- Provide high-level customer service to internal and external stakeholders
- Assist with grievances, evaluations, and position description updates
- Arrange travel and process reimbursements
- Support emergency operations and provide administrative assistance during critical incidents
- Assist with event planning and public relations efforts

Minimum Qualifications

Experience providing office management, administrative support to senior leadership in a professional office setting.
Experience appropriately handling confidential and sensitive information with discretion. Experience conducting research to complete special projects. Demonstrated ability to compose professional correspondence (including memorandums and letters) and reports. '
Demonstrated experience and skill using computers and related software to include Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
Possess strong communication skills, both oral and written, with the ability to follow instructions in either form.
Demonstrated capacity to work productively and effectively with employees and external stakeholders, while independently prioritizing assignments.
Thrive in environments with constant interaction with staff, the public, and personnel from other governmental organizations.

Additional Considerations

Experience working in public safety environment. Familiarity with interpreting state policy, procedure, and operating protocols. Working knowledge of eVA and purchasing protocols.

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: Human Resources

Phone: 804-944-8396

Email: EMAILED APPLICATIONS WILL NOT BE 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.