Title: Administrative Assistant Lead #W1391
State Role Title: Administrative and Office Specialist III
Hiring Range: $46,781 – $52,000/yr.
Pay Band: 4
Location:DSS HOME OFFICE
Agency Website:www.dss.virginia.gov
Recruitment Type: State Employee Only – E
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.
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.
The Division of Family Services at the Virginia Department of Social Services is currently seeking an Administrative Assistant Lead. This position reports to the Contract Team Supervisor and coordinates, tracks, and participates in the processing of requisitions and invoice team activities. This position is responsible for providing administrative support for the Division of Family Services operational administrative and financial functions.
This position promotes efficiency and effectiveness throughout the Division of Family Services by coordinating and providing administrative decision-making authority on procurement and invoice processing methods. This position serves on a day-to-day basis as the liaison between Family Services and the Finance and Procurement Divisions to assure coordination and quality of work activities and output.
Minimum Qualifications
- Administrative support experience to include experience in processing procurement documents and invoices.
- Knowledge and understanding of procurement processes and invoicing.
- Skills and experience in administrative support to include processing travel vouchers; processing invoices and reconciling small purchase credit card statements; and ordering supplies.
- Demonstrated ability to lead and coordinate the work of others.
- Proficiency in Microsoft Office and Google Suite products.
- Demonstrated ability to work with automated accounting systems related to processing purchase requisitions and invoices.
- Ability to work effectively, independently, and as part of a diverse team in a fast-paced environment.
- Ability to multi-task administrative tasks; Strong organizational and time management skills.
- Professional demeanor, including the ability to communicate with agency leadership, managers, and supervisors and the ability to motivate others and be proactive in a tactful manner.
- Strong skills in oral and written communication.
Additional Considerations
- Knowledge of the Commonwealth’s prompt pay act, travel policies, and procedures.
- General understanding of principles and practices of child welfare services and Virginia’s social services structure.
- Experience in leading and coordinating the work of others.
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.
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.
To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (PageUp) 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 additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date.
The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce.
VDSS does not provide sponsorship.
VDSS is an official certified state agency that 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.
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” (PageUp) employment site when you apply.
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 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.