Title: Facilities Administrative Support Specialist

State Role Title: Administrative and Office Specialist III

Hiring Range: Commensurate with experience (Up to $22)

Agency: Dept of Emergency Management

Location: Headquarters - 9711 Farrar Court, N. Chesterfield, VA 23236

Agency Website: www.vaemergency.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Emergency Management is seeking qualified candidates for our Administrative Support Specialist position to join our Facilities, Fleet, and Safety Division. This is a wage position, not to exceed 29 hours per week, 1500 working hours per year (May 1- April 30). This position is also not entitled to state benefits.

The Administrative Support Specialist will be responsible for providing support to the Division Director, Fleet Manager and assist the department with administrative needs. The duties for the position include, but are not limited to: Assisting the Fleet Manager with tracking expenditures, fleet maintenance services and repairs, updating policies and procedures, and preparing various reports. The Administrative Support Specialist will also be required to procure goods and services, handle incoming and outgoing mail, schedule meetings, review invoices, and serve as a backup to the Facilities and Safety Coordinator.

Our mission is to sustain a Commonwealth that is safe, secure and resilient. To that end, we are committed to establishing, promoting, and maintaining a work environment where diversity and inclusion are valued, and where all employees are respected, treated fairly, and given opportunities to develop and grow to their full potential.

All VDEM employees are designated as essential personnel and may be required to work during emergency situations such as inclement weather and natural or human-made disasters. This may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the Employee Work Profile.

This is a wage position, up to 29 hours per week Monday – Friday between the business hours of 9:00am – 5:00 pm. Schedule may vary based on business needs.

Minimum Qualifications

• Working knowledge of office practices and procedures, proper grammar, spelling and punctuation; and basic mathematics.
• Working knowledge of the state procurement process and procedures
• Considerable experience providing administrative support to include data entry, filing, and other related administrative duties in a professional setting.
• Demonstrated experience using Microsoft Office Applications (Word, Excel, PowerPoint, etc.)
• Demonstrated experience using office equipment (computer, fax, printer, multi-line telephone).
• Ability to maintain positive working relationships with internal colleagues and external partners.
• Excellent communication (written and verbal), organizational, problem-solving, customer service skills
• Ability to multi-task, meet critical deadlines, and work with minimal supervision, either independently or on a team.
• Ability to stand for periods of time, bend, lift, move, push, and carry items up to 50 pounds.
• Valid driver’s license and satisfactory driving record required.

Additional Considerations

• Experience with SharePoint and Microsoft Teams.

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.

Applications will only be accepted online through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.

Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. 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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act.

The hiring range for this position is negotiable up to the maximum hiring range listed in this posting. Offers will not be made outside of the hiring range.

The Virginia Department of Emergency Management is an Equal Opportunity Employer.

Contact Information

Name: Human Resources

Phone: (804) 912-7254

Email: [email protected]

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.