Administrative Services Coordinator

Commonwealth of VA Careers; Richmond (VA); Hybrid; USD 55,000 - 60,000; Full time

Job summary

The Administrative Services Coordinator at the Virginia Department of the Treasury plays a central role supporting the State Treasurer and Administrative Services team, handling FOIA requests, COOP planning, conflict-of-interest tracking, records management, and reporting.

The role requires strong organization, attention to detail, ability to interface with leadership across divisions, create professional materials, and manage multiple priorities with minimal supervision; occasional after-hours

Qualifications

• Ability to collect, validate, interpret, organize and present information clearly.
• Excellent written and verbal communication for reports, correspondence and briefs.
• Experience coordinating committees or multi-stakeholder projects.
• Proficiency with Microsoft 365 apps including Excel, Word, PowerPoint, Outlook.
• Strong organizational and time-management skills; capable of handling competing priorities.
• High attention to detail and commitment to accuracy and quality.
• Ability to handle confidential information discreetly and professionally.
• Willingness to attend meetings outside standard hours and respond to emergencies when needed.
• Ability to interpret and apply regulatory/compliance requirements.

Responsibilities

• Provide confidential administrative support to the State Treasurer, Deputy State Treasurer, and Administrative Services team.
• Coordinate and manage agency FOIA requests, including intake, tracking, and deadline monitoring.
• Coordinate COOP activities and documentation, including meetings, plan updates, exercises, and readiness activities.
• Administer Conflict of Interest program requirements, including disclosures, training and deadlines.
• Collect, analyze, organize, and present information for recurring and ad hoc reports and leadership requests.
• Develop professional presentations, reports, and briefing materials with leadership input.
• Maintain organized program records per records retention requirements.
• Coordinate cross-divisional committees and projects; document actions and follow-ups.
• Schedule and track agency vehicle use.
• Perform other duties supporting operations, compliance, and reporting.
• Work independently with minimal supervision and exercise sound judgment.
• Role may require lifting up to 50 pounds for events and deliveries.

Skills

Analytical skills

Communications

Committee coordination

Microsoft 365

Organizational skills

Attention to detail

Confidential information handling

After-hours availability

Regulatory/compliance interpretation

Education

Business/public administration coursework

Public sector experience

Tools

Microsoft 365 (Excel, Word, PowerPoint, Outlook)

Job description

Title: Administrative Services Coordinator

State Role Title:Gen Admin Supv I/Coord I

Hiring Range: $55,000 - $60,000; Commensurate with Experience

Pay Band: 4

Agency: Department of the Treasury

Location:JAMES MONROE BUILDING

Agency Website:https://trs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Administrative Services Coordinator performs a central role in supporting the State Treasurer, Deputy State Treasurer, and Administrative Services team, while facilitating the Virginia Department of the Treasury’s regulatory compliance, governance, reporting, and executive support functions. This position coordinates Freedom of Information Act (FOIA) requests, supports agency Continuity of Operations (COOP) planning, administers conflict-of-interest tracking requirements, coordinates agency record management, and prepares recurring and ad hoc reports and communications.

Working across divisions and with agency leadership, the Coordinator will help ensure required documentation, deadlines, and governance activities are completed accurately and on time. This position will also develop clear, professional materials for presentations, internal and external to the agency.

This opportunity is well suited for a highly organized, detail‑oriented professional who can independently manage multiple priorities, exercise sound judgment, and communicate effectively with stakeholders throughout the agency and across state government.

Key Responsibilities

• Provide confidential and responsive administrative support to the State Treasurer, Deputy State Treasurer, and Administrative Services team.
• Coordinate and manage agency FOIA requests, including intake, tracking, internal coordination, and deadline monitoring in accordance with applicable requirements.
• Coordinate agency COOP activities and required documentation, including committee meetings, plan updates, exercises, training, and readiness activities.
• Administer Conflict of Interest program requirements, including tracking required disclosures, submissions, training, and related deadlines.
• Collect, analyze, organize, and present information for recurring and ad hoc agency reports, leadership requests, and other management needs.
• Develop professional presentations, reports, correspondence, briefing materials, and internal or external communications in collaboration with leadership and program staff.
• Maintain organized and accurate program records in accordance with applicable records retention and information management requirements.
• Coordinate cross-divisional committees and projects; document action items, responsibilities, and follow‑up activities.
• Coordinate scheduling and administrative tracking for the agency vehicle.
• Perform other related duties and special projects that support agency operations, compliance, and reporting needs.
• Ability to work independently, exercise sound judgment, identify priorities, and follow assignments through to completion with minimal supervision.
• Role requires moving and bending to include lifting up to 50 pounds as needed for event preparation and deliveries throughout the agency.

Minimum Qualifications

• Demonstrated analytical and reporting skills, including the ability to collect, validate, interpret, organize, and clearly present information.
• Excellent written and verbal communication skills, including experience preparing professional reports, correspondence, presentations, or briefing materials.
• Demonstrated ability to coordinate committees, projects, or multi‑step initiatives involving multiple stakeholders.
• Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, and Outlook.
• Exceptional organizational and time‑management skills, with the ability to manage competing priorities and meet firm deadlines.
• High attention to detail and a demonstrated commitment to accuracy, consistency, and quality.
• Ability to handle confidential or sensitive information with discretion, professionalism, and integrity.
• Availability to occasionally attend meetings or respond to agency needs outside standard business hours, including emergencies, exercises, or Virginia Department of Emergency Management (VDEM) activations.
• Ability to interpret and apply regulatory or compliance requirements.

Additional Considerations

• Coursework or training in business administration, public administration, policy administration, communications, emergency management, or a related field; or an equivalent combination of training and experience.
• Experience working in Virginia state government or another public‑sector environment.
• Knowledge of FOIA administration, COOP/emergency preparedness, regulatory reporting, records management, or conflict‑of‑interest programs.

This position has the ability to telework intermittently, subject to the position requirements. This position will be located in Richmond, Virginia, and must report on‑site until the completion of an approved telework agreement is received.

All finalists are subject to a background investigation. The investigation may include: criminal checks; employment verification; verification of education; and other checks requested by the hiring authority.

Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms with their state application.

The Virginia Department of the Treasury is an Equal Opportunity Employer.

Contact Information

Name: Lori Perez

Phone: [phone]

Email: [e-mail]