New Job Administrative Staff Specialist - #W1646 In Virginia

Title: Administrative Staff Specialist - #W1646

Hiring Range: $50,000 - $55,000

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.

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 Virginia’s most vulnerable citizens have easy access to the services and benefits available to them.

The Division of Support and Transformation is seeking an Administrative Staff Specialist to become part of the workforce management team. This position is an essential part of the centralized support model to provide governance, standardization, and consistency across human resource management, administrative, and operational support functions for divisions within the State Programs portfolio. Provides a variety of administrative and support to managers, supervisors, and support staff to ensure timely and accurate coordination of administrative processes and projects, HR support, and Continuity of Operations Planning (COOP) activities, enhancing productivity and stability of the workforce so that its focus remains on increasing economic stability for Virginia’s children and engaging their families for success. Reviews and/or monitors accuracy and completeness of transactions and requests. Independently corrects, coaches, trains and interacts with managers, supervisors and employees to prevent and/or resolve exceptions and to create necessary documentation to gain HR Division approval and/or to meet the portfolios COOP requirements. Independently responds to inquiries from employees or supervisors in a timely, accurate and complete basis, providing guidance to ensure compliance. The position serves as liaison with the agency’s HR Division to facilitate HR support responsibilities. Serves as back-up to other State Programs Administrative Staff Specialists and will provide direct support to State Programs divisions.

Occasional travel during business hours may be required.

Minimum Qualifications

• Working knowledge of administrative processes that require the ability to interpret, explain and apply relevant guidance, policies and procedures.

• Skill in researching and data gathering techniques and methodologies.

• Demonstrated ability to problem solve, synthesize and analyze data and reach logical conclusions.

• Demonstrated ability to develop and execute work plans that deliver tangible results and meet success criteria.

• Working Knowledge of principles and processes for providing customer services including needs assessment, quality standards and evaluation of customer satisfaction.

• Demonstrated ability to manage projects and project teams and to work in groups and/or collaborate with others to meet deadlines demonstrating success in building working relationships.

• Demonstrated ability to communicate effectively with internal and external customers: express facts and thoughts verbally and in writing in a clear and concise manner, and to engage in active listening that demonstrates an understanding of the ideas and information conveyed.

• Demonstrated ability to motivate, influence, and support others to accomplish team and organizational goals.

• Strong follow-through skills and attention to detail.

• Proficiency in Microsoft Word and Excel.

Preferred Qualifications:

• Bachelor’s degree in business administration, public administration, human resources, or a related field or any combination of training, education, and/or experience that provides the knowledge, skills and abilities preferred.

• Considerable experience in reviewing and processing documents and transactions with a high degree of accuracy, preferably in an administrative setting.

• Work experience in interpreting, applying, and explaining human resource and administrative policies and procedures preferred.

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. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide a 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.

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.

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

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

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”. Multiple positions may be filled from this recruitment within 90 days of the closing date.

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.

Contact Information:

Name: VA Department of Social Services - Division of Human Resources

Phone: [email protected]

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 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: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.