Administrative Office Specialist - #ARS00276

Virginia AG; Fredericksburg (VA); On-site; USD 36,000 - 43,000; Full time

Benefits offered by this job

Health insurance plan options

Flexible spending accounts

VRS retirement

Job summary

Dept for Aging & Rehab Svcs in Virginia is seeking an Administrative Office Specialist to support counselors and customers in vocational rehabilitation services. Responsibilities include case management, senior office duties, and coordination with vendors and staff.

The role covers multiple counties and requires strong office procedures, communication, and financial processing capabilities. The position is located in Fredericksburg with a comprehensive benefits package and a fingerprint check

Qualifications

• Experience in human service delivery methods.
• Working knowledge of office procedures, tracking systems and work task organization.
• Working knowledge of Windows based computer software or similar word processing software.

Responsibilities

• Provide case management assistance with vocational rehabilitation services to help employment and independent living.
• Interact daily with customers, employers, the public, and providers to deliver services.
• Serve as the Single Point of Contact for office regarding Supported Employment services; monitor communications and purchasing processes.

Skills

People skills

Customer interaction

Oral and written communication

Policy interpretation

Multitasking

Tools

Windows-based software

Job description

Title: Administrative Office Specialist - #ARS00276

State Role Title:Admin and Office Spec III

Hiring Range: Minimum $39,514 commensurate with experience.

Pay Band: 3

Agency: Dept for Aging & Rehab Svcs

Location:Aging & Rehab Svcs

Agency Website:https://www.dars.virginia.gov

Recruitment Type: General Public - G

Join us in empowering individuals with disabilities by supporting counselors and customers through streamlined vocational rehabilitation services that lead to meaningful employment and independence. As our Administrative Office Specialist, you’ll keep operations running smoothly while serving as a key connection point for customers, vendors, and Supported Employment services.

Why Join Us?

• Purposeful work that strengthens services for Virginians
• Engaged, inclusive, and team-oriented environment
• Robust and competitive state benefits

Job Duties

In partnership with people with disabilities, the DRS Field Rehabilitation Services Division assists individuals with disabilities to make informed choices that will maximize their employment through coordinated service delivery. DRS staff will assist the Workforce Network to deliver quality workforce services to individuals with disabilities who want to work and employers seeking to hire them to the extent that this provides benefit to the DRS program.

We are seeking a Administrative Office Specialist to work closely with all Counselors and/or Evaluators and in partnership with persons with physical, mental or emotional disabilities. Provides case management assistance with comprehensive vocational rehabilitation services which result in employment and enhanced independent living.

We are seeking an Administrative Office Specialist to provide the following:

Caseload Management Support

Provides case management assistance with comprehensive vocational rehabilitation services which result in employment and enhanced independent living. This position interacts with customers, employers, the general public, professional service providers and employment service organizations on a daily basis to assist with the provision of vocational rehabilitation services.

Administrative/Fiscal Management Support

Serves as the Single Point of Contact (SPOC) for office regarding Supported Employment (SE) services. Monitors communication between vendor staff and VR counselors in office regarding SE service requests and authorizations. Monitors administrative and purchasing processes; Reviews aging reports and contacts vendors to ensure timely payment and/or cancellation of outstanding authorizations.

Responsible for daily administrative operations of direct customer service delivery office. Greets customers. Answers phones. Maintains automated systems to ensure efficient service delivery. Prepares bills and vouchers for payment and other administrative forms in compliance with the Prompt Payment Act.

Other duties and/or special projects as assigned. Completes duties and/or projects as needed or directed by supervisor.

This office is located in the city of Fredericksburg; covers Caroline, King George, Lancaster, Northumberland, Richmond County / Northern Neck, Spotsylvania, Stafford, and Westmoreland.

Minimum Qualifications

• Experience in human service delivery methods.
• Working knowledge of office procedures, tracking systems and work task organization.
• Working knowledge of Windows based computer software or similar word processing software.

Skills/Abilities

• Demonstrated ability to establish and maintain effective working relationships with individuals from varying social and economic environments; to communicate effectively orally and in writing.
• Ability to interpret and apply established policies and procedures in the provision of services.
• Ability to organize and manage multiple and sometimes unrelated responsibilities in a timely manner; to prioritize duties and exercise good judgement following established policy and procedures.

Additional Considerations

• Some training and/or experience with financial transactions, bookkeeping, procurement, accounts payable, and the processing of invoices.

Special Instructions

• This position has been designated a sensitive position under Va. Code § 2.2 1201.1.
• A fingerprint based criminal history check is required of the finalist.

Benefits

• DARS offers a comprehensive benefits package including health insurance plan options, flexible spending accounts, VRS retirement, employer paid basic group life insurance, optional employee paid group life insurance, 13 paid holidays, Sick Leave, Annual Leave, Family Personal Leave, employee discount programs, and more.
• Reasonable accommodation is available during the application/interview process per the ADA. Contact [e-mail] for assistance.

Minorities, individuals with disabilities, Veterans, AmeriCorps, Peace Corps, and other National Service Alumni 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 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.