Executive Administrator (Y0371)

Commonwealth of VA Careers; Richmond (VA); On-site; USD 67,000 - 80,000; Full time

Benefits offered by this job

Paid holidays

Leave (vacation/sick/family)

Health and dental insurance

Short- and long-term disability

Employee assistance program

Flexible Spending Account

Life Insurance

Job summary

Commonwealth of Virginia seeks an Executive Administrator (Y0371) to provide confidential, efficient support to the Deputy Director of Community Programs and division staff at the Central Office. You will compile monthly management data and prepare reports, while maintaining personnel records and serving as a liaison with staff and external partners.

The role requires independent work, thorough documentation, and effective communication to accomplish tasks through collaboration.

Qualifications

• Knowledge of office administrative practices including confidentiality, scheduling, records management, and workflow coordination.
• Experience with meeting preparation, agenda development, minute-taking, and distribution.
• Ability to interpret procedures and provide administrative guidance to division staff.
• Skill in preparing, editing, and formatting documents, and using office technology to produce spreadsheets, presentations, and reports.

Responsibilities

• Provide confidential executive administrative support to the Deputy Director and division staff.
• Compile analytical data to develop monthly management reports.
• Represent the Deputy Director to staff and external partners.
• Maintain personnel support documentation and employee performance records.

Skills

Office administration

Confidentiality

Meeting coordination

Minute taking

Document editing

Analytical reporting

Independent prioritization

Job description

Title: Executive Administrator (Y0371)

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $66,578 - $80,320

Pay Band: 4

Agency: Department of Juvenile Justice

Location: Central Office

Agency Website: http://www.djj.virginia.gov/

Recruitment Type: State Employee Only - E

Job Duties

THIS POSITION IS OPEN TO CURRENT COMMONWEALTH OF VIRGINIA EMPLOYEES ONLY.

It is the policy of the Commonwealth to foster a culture that demonstrates the principles of civility, diversity, opportunity, and inclusion.

Commonwealth positions offer a competitive benefits package, which includes: Fourteen (14) paid holidays, Paid and Unpaid Leave (Vacation, Sick, Family Personal, Parental and FMLA), Health and Dental Insurance, Short- and Long-Term Disability, Employee Assistance Program (Counseling), Flexible Spending Account, and Life Insurance.

The Virginia Department of Juvenile Justice (DJJ) is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening both families and communities within the Commonwealth.

The Executive Administrator will provide confidential, efficient and accurate executive administrative support to the Deputy Director of Community Programs and other division staff. Will compile analytical data to develop monthly management reports for distribution. The person in this position will represent the Deputy Director to employees as well as others outside of the agency and maintain required personnel support documentation related to community employees to include maintenance of employee performance documentation. The executive administrator will work independently, completing and coordinating a variety of assigned tasks and responsibilities; serve as a resource for information requested by staff, other state agencies and the public; and effectively communicate with others to accomplish tasks through influence and collaboration.

Minimum Qualifications

At a minimum, selected candidates must possess the following:

• Considerable knowledge of office administrative practices, including confidentiality, scheduling, records management, and workflow coordination
• Knowledge of meeting preparation processes, including agenda development, coordination of logistics, accurate minute-taking and distribution
• Ability to interpret procedures and protocols accurately and provide administrative guidance to division staff
• Skill in preparing, editing, and formatting documents, and correspondence
• Skill in using office technology and software to produce spreadsheets, presentations, and reports
• Ability to analyze information, identify routine issues, and recommend or implement solutions
• Ability to work independently and prioritize work to meet deadlines

Additional Considerations

Additional considerations include the following:

• Experience in the juvenile justice system
• Knowledge of court service unit operations
• Knowledge or experience of basic budgeting, procurement support, and expense tracking

Background & Pre-employment Screenings

Selected applicants are subject to background investigation and pre-employment drug screen. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (if required and relevant to employment); credit checks; and other checks based on the position.

Pre-employment medical screenings are required for some DJJ positions.

Driver License

A valid driver's license is required of DJJ employees to operate a state-owned or leased vehicle.

Supplemental Questions

You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Lay off Policy 1.3

If you have been impacted by the DHRM Policy 1.3 layoff and have a valid Interagency Placement Screening Form (Yellow Card) or Preferential Hiring Form (Blue Card), it is necessary to submit the card before the closing date for this position. You can include the Card asan attachment with your state application.

DJJ Welcomes Veterans

DJJ is committed to recruiting, hiring, and retaining qualified Veterans and their spouses. Veterans who are hired into state positions may be eligible to receive additional leave accruals based on their total years of service in the military, National Guard, or Reserve. If applicable, please submit form DD-214 with your state application.

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Reasonable Accommodations

Reasonable Accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Equal Opportunity Employer

The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply. It is our goal to foster a culture that demonstrates the principles of civility, diversity, opportunity, and inclusion.

Contact Information

Name: Carolyn Brown

Phone: email only

Email: [e-mail]

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.