Do you have experience with office procedures and records management? 

Apply to be DGS's Capitol Square Services Administrative Assistant!

Title: Capitol Square Services Administrative Assistant – WE062

State Role Title: Admin Office Specialist III

Hiring Range: $18.00 - $24.00 per hour

Pay Band: 3

Agency: Department of General Services

Location: Oliver Hill Building

Agency Website: www.dgs.virginia.gov

Recruitment Type: General Public – G

The Division of Capitol Square Services (DCSS) is seeking a detail-oriented Administrative Assistant to support DCSS business services by handling routine shared inbox tasks, maintaining tracker accuracy, managing SharePoint records, completing office operations checklists, coordinating conference room logistics within the shared operating model, providing backup coverage, managing facilities-related eVA purchasing, and preparing and delivering approved facilities invoice and billing packets with all required documentation.

The Division of Capitol Square Services (DCSS) is a customer-focused organization whose primary function is to provide a quality environment for the approximately 75 state agencies that occupy the facilities overseen by DGS. DCSS provides its customers effective and timely operational, maintenance, and repair services, as well as manages capital outlay projects and provides professional services contracts for statewide public body use.

Job duties include, but are not limited to:

• Monitor the shared inbox during assigned times and provide routine triage, categorization, acknowledgment, and routing support.
• Prepare weekly aging reports that identify blocked items, owner pending work, customer pending work, packet approval stages, approved but not delivered packets, supervisor decision items, and completed but not closed actions.
• Enter facilities purchase requisitions in eVA and track the status of all requisitions and packets in the shared queue or approved tracker.
• Prepare packets, checklists, notes, meeting materials, and complete facilities invoice/billing packets required.
• Maintain routine records in SharePoint using approved naming conventions and folder structures, ensuring accuracy, completeness, and proper version control.
• Provide routine scheduling, records, and meeting-logistics support under the shared daily operating model.

This position will be located in Richmond, Virginia and must report on-site.

This position is hourly / wage and does not include benefits. All wage employees are limited to working no more than 29 hours per week on average, with a maximum of 1500 hours, over a 12-month period. Work hours may vary based on agency needs and funding availability. Agency hours are between 8:15 AM and 5:00 PM Monday-Friday.

Minimum Requirements

• Experience with office procedures and records management.
• Experience with data entry, including maintaining accurate logs, trackers, and/or status records for multiple concurrent workflows.
• Excellent oral and written communication skills and interpersonal skills.
• Strong skills in the use of Microsoft Office Outlook, Excel, Word, Teams, SharePoint, or similar software.
• Ability to maintain confidentiality of procurement-related, tenant, and executive-adjacent information.
• Ability to manage multiple work assignments within established timeframes.
• Ability to follow established workflows, routing rules, and escalation paths.
• Ability to maintain accuracy and attention to detail in all tasks.

Additional Considerations

• Virginia Contracting Associate (VCA) certification.
• Experience coordinating conference room scheduling.
• Experience with public procurement or purchase cards.
• Experience performing invoicing and billing.
• Experience with CovaTrax.
• Experience with eVA.

Special Instructions

The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. Please be sure that all of your relevant qualifications and considerations are specifically addressed in your submitted application.

Online applications should be submitted via jobs.virginia.gov.

Fax, e-mail, or mail applications will not be accepted. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.

You will be provided with confirmation of receipt when your application has been successfully submitted. Applications will continue to be accepted until a suitable pool of candidates is received, but this position may be closed at any time after Thursday, July 9th, 2026. Please refer to the “Your Application” page in your account to check the status of your application for this position. Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. DGS 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.

The selected candidate must pass a fingerprint-based criminal background check.

Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights.

The Virginia Department of General Services is an equal opportunity employer and a proud Virginia Values Veterans (V3) Certified employer. Individuals from minoritized groups, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.

From July 1, 2026, through January 21, 2029, applicants who were terminated from a position of employment with the federal government on or after January 1, 2025 due to a reduction in the federal budget or initiatives put in place by the federal Department of Government Efficiency may be eligible for HB494 Federal Employee Priority Consideration. Applicants seeking HB494 Federal Employee Priority Consideration must identify themselves within the state application process and provide supporting documentation, including a Standard Form 50 (SF-50), verifying their eligibility.

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.

Contact Information

Name: DGS Human Resources

Phone: 804-786-3910

Email: jobs@dgs.virginia.gov