Title: Centralized Mail Specialist - #W1786 (Div. of Business Operations/Centralized Mail Operations Unit)

State Role Title: Admin and Office Spec III

Hiring Range: $41,021-$58,358 salary commensurate with experience

Pay Band: 3

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.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginias most vulnerable citizens have easy access to the services and benefits available to them.

The Centralized Mail Specialist supports the daily operations of the Division of Child Support Enforcement (DCSE) and Division of Business Operations (DBO) by receiving, preparing, researching, scanning, imaging, and electronically distributing incoming mail and documents to the appropriate office, unit, staff, or designated electronic mailbox. The position reviews correspondence, identifies document types, uses iAPECS to research case information and determine appropriate routing, and escalates unclear or unresolved correspondence to Centralized Mail Operations (CMO) management.

The Centralized Mail Specialist also supports outgoing DCSE mail operations by printing, preparing, and mailing correspondence generated through designated programs and centralized processes, including but not limited to, Family Engagement Services (FES) correspondence and Home Office Intergovernmental and Financial Response (IGR) documents. The position may update DCSE case information when required to complete outgoing mail processing and perform assigned auxiliary functions such as mail forwarding, bankruptcy correspondence, Labcorp mail, one-page Applications for Service, and EFT correspondence.

As a cross-trained member of CMO, the position performs shared operational responsibilities including payment handling, document retention and purging, workroom opening and closing, routine care of assigned equipment, shared mailbox coverage, and workload reporting in the Operations Management System (OMS). Staff may be assigned across incoming and outgoing functions based on workload and operational needs. The position supports accurate, timely, secure, and efficient centralized mail and document processing and may be required to work overtime based on operational needs.

Minimum Qualifications

• Experience scanning and imaging documents using office scanning equipment and related technology.
• Experience performing data entry with a high degree of accuracy and attention to detail.
• Experience handling and maintaining confidential and/or sensitive information in accordance with privacy and security standards.
• Demonstrate attention to detail and ability to accurately review, organize, scan, classify, and process documents in a high-volume work environment.
• Knowledge of administrative and office procedures.
• Working knowledge of Microsoft Office applications, including Excel, Word, Outlook, and Teams.
* Skills using information systems/databases to enter, retrieve, maintain, research and report information.
• Ability to review and interpret written information, identify document types, research information using electronic systems, and determine appropriate processing or routing based on established procedures.
• Ability to organize and prioritize work, maintain productivity and accuracy standards, and adjust assignments based on changing workload and operational needs.
• Ability to communicate effectively with internal staff and organizational partners regarding document processing, routing, and centralized mail operations.
• Ability to interpret, follow and apply established policies, procedures and workflows associated with centralized mail and document processing.
• Ability to work independently and collaboratively in a cross-trained team environment.

Additional Considerations

• Experience working in a high-volume mailroom, document-processing, or similar production environment.
• Experience using network-based document imaging system, scanning, or records-management systems.
• Work experience with electronic mail machine and/or electronic certified mail procedures.
• Work experience in child support enforcement or IV-A/IV-E environment.

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.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (RMS) employment site no later than 11:55 p.m. on the closing date listed. Multiple positions may be filled from recruitment. Each application is reviewed for documentation that shows the applicant meets the minimum and additional qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide confirmation of receipt when the application is submitted for consideration. Please refer to your RMS account for the status of your application and this position.

This is not a 100% telework position. This position may be eligible for limited telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy and business needs on a case-by-case basis after successfully completing initial position and agency training. This is subject to change based on agency need and management discretion. 

VDSS 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.

Virginia Department of Social Services does not provide sponsorship.

The Virginia Department of Social Services is an Equal Opportunity Employer and encourages diversity within its workforce.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application or resume. Minorities, Individuals with disabilities, Veterans and people with National Service experience are encouraged to apply. For more information about our employment practices, please visit our “Vision, Mission and Strategic Plan”.

In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching – Employee Benefits.

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” (RMS) employment site when you apply.

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.

Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Contact Information

Name: VDSS - Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.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.