Administrative Staff Assistant: Central Administration #00445

Commonwealth of VA Careers; Richmond (VA); On-site; USD 47,000 - 73,000; Full time

Job summary

Commonwealth of VA Careers seeks an Administrative Staff Assistant to provide essential support to the Deputy Director of Institutions and Community Corrections. The role focuses on managing daily operations, coordinating tasks, and maintaining clear communications across offices and stakeholders.

The position requires experience in office management, handling confidential information, and producing professional memos and reports.

Qualifications

• Experience providing office management, administrative support to senior leadership in a professional office setting.
• Experience handling confidential and sensitive information with discretion.
• Experience conducting research to complete special projects.
• Demonstrated ability to compose professional correspondence (including memorandums and letters) and reports.
• Demonstrated experience using computers and Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Strong communication skills, both oral and written, with the ability to follow instructions.

Responsibilities

• Provide comprehensive administrative support to the Deputy Director of Institutions and Community Corrections.
• Coordinate tasks with care, fostering clear and effective communication.
• Uphold organizational standards reflecting commitment to service.
• Create a well-organized, responsive, and service-oriented office environment.

Skills

Office management

Confidential data

Research skills

Professional writing

MS Office

Communication skills

Stakeholder collaboration

Public safety familiarity

Tools

MS Office

Job description

Title: Administrative Staff Assistant: Central Administration #00445

State Role Title:Admin and Office Spec III

Hiring Range: $47,064.00 - $73,420.00

Pay Band: 3

Agency: Dept of Corr - Central Admin

Location:DOC Headquarters

Agency Website:vadoc.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Administrative Staff Assistant provides comprehensive and reliable administrative support to the Deputy Director of Institutions and Community Corrections, helping ensure the smooth and efficient management of daily office operations. In this essential role, the Assistant supports the Deputy Director's office by coordinating tasks with care, fostering clear and effective communication, and upholding organizational standards that reflect a strong commitment to serving people and advancing the office’s goals. This position plays a meaningful part in creating a well- organized, responsive, and service-oriented environment where both staff and stakeholders feel supported.

Minimum Qualifications

• Experience providing office management, administrative support to senior leadership in a professional office setting.
• Experience appropriately handling confidential and sensitive information with discretion.
• Experience conducting research to complete special projects.
• Demonstrated ability to compose professional correspondence (including memorandums and letters) and reports.
• Demonstrated experience and skill using computers and related software to include Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Possess strong communication skills, both oral and written, with the ability to follow instructions in either form.
• Demonstrated capacity to work productively and effectively with employees and external stakeholders, while independently prioritizing assignments.
• Demonstrated ability to work effectively in fast-paced environments that require frequent, respectful interaction with staff, members of the public, and partners from other governmental organizations.

Additional Considerations

Experience working in public safety environment. Familiarity with interpreting state policy, procedure, and operating protocols. Working knowledge of eVA and purchasing protocols.

Special Instructions

• Background Investigation Requirements: All applicants are subject to a background investigation. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks based on the position.
• Drug Testing Requirements: Applicants applying to a designated safety sensitive position are subject to a pre-employment drug screen. Marijuana use is prohibited for positions that require possession of a firearm or a Commercial Driver's License in the performance of official duties such as Corrections Officers, Probation Officers, Tractor Trailer Drivers and others.
• Application Requirements: Application and/or résumé for this position are only accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System. All applications should be submitted by 11:55pm on the closing date for the position. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. The decision to interview an applicant is based solely on the information received for this position from the electronic application and/or résumé.
• Layoff Preferences: 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 VA employees only) MUST attach these forms when submitting their state application and/or résumé.
• VADOC is an EEO employer and is committed to supporting workforce diversity, equitable opportunities and inclusivity. Reasonable accommodations are available upon request.
• VADOC values our Veterans and encourages all to apply and receive preference in the hiring process. AmeriCorps, Peace Corps, and other nation service alumni are also encouraged to apply.

Contact Information

Name: Human Resources

Phone: [phone]

Email: Emailed application documents will not be accepted.

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.