Fleet & Administrative Services Officer

Commonwealth of VA Careers; Richmond (VA); On-site; USD 66,000 - 72,000; Full time

Job summary

Virginia Department of Criminal Justice Services advertisement seeks a Support Services Officer to oversee transportation, fleet management for agency vehicles, procurement using the eVA system, and records management under the Virginia Public Records Act. The role also handles mail services, surplus property, and travel card administration.

Responsibilities include supervising vehicle operations, approving repairs, managing fuel cards, and coordinating with various departments to ensure timely,

Qualifications

• Experience managing state leased and agency owned vehicles and all necessary fleet reporting requirements.
• Experience with the policies and procedures in the Division of Fleet Management Services (DFMS) manual.
• Experience executing small purchases in compliance with state procurement policies and procedures using the eVA Procurement system.
• Experience utilizing a Small Purchase Charge Card (SPCC) and reconciling charges.
• Experience managing surplus property in accordance with the APSPM.
• Experience managing mail services (DGS State Mail Services) and package shipping and receiving.
• Experience utilizing software such as Microsoft Office and Teams, internet search browsers, and eVA (the Commonwealth of Virginia’s procurement system).
• Experience interacting with vendors and agency employees at all levels.
• Ability to work as an active, contributing team member, as well as an independent and self-motivated employee.
• Demonstrated ability to meet critical deadlines, handle multiple assignments, changing priorities, and ensure timeliness and quality of completed assignments.
• Possession of a valid Virginia driver's license is required.

Responsibilities

• Serve as the Agency Transportation Officer and manage the vehicle inventory for all agency-owned and leased pool vehicles and monitor vehicle utilization.
• Review repair estimates/claims and provide approval to the Vehicle Management Control Center (VMCC) to repair vehicles.
• Issue Voyager fuel cards and manage usage, receive and review all paperwork, and fuel card logs.
• Reconcile monthly invoices from the DFMS for leased vehicles and fuel charges.
• Monitor E-ZPass for usage, account balances and replenishments, and that toll charges were for work purposes.
• Purchase and return transponders as needed.
• Execute small purchases as needed using the eVA Procurement system.
• Manage mail processing to ensure all mail (USPS and inter-agency) is properly sorted and distributed timely.
• Receive packages sent to the DCJS via carriers (UPS, FedEx, etc.) and deliver to recipients. Also receive deliveries from suppliers for products ordered via purchase order and deliver to recipients.
• Serve as the Agency Records Officer and manage records in accordance with the Virginia Public Records Act.
• Schedule records destruction or the emptying of security consoles.
• Serve as the Agency Surplus Property Officer and manage surplus property in accordance with the APSPM.
• Inspect items identified as surplus to determine if they can be re-purposed, sold, discarded, or sent to the State Surplus warehouse.
• Serve as the Program Administrator for the Individual Liability Travel Card.
• Work with the Department of Accounts/CCA as needed on matters related to the travel card.

Skills

Fleet management

Vendor relations

Procurement processes

Office software

Records management

Mail services

Facilities coordination

Interpersonal communication

Education

High school diploma or equivalent

Virginia Contracting Associate (VCA) certification (preferred)

Tools

eVA System

Records management software

Job description

Virginia Department of Criminal Justice Services advertisement seeks a Support Services Officer to oversee transportation, fleet management for agency vehicles, procurement using the eVA system, and records management under the Virginia Public Records Act. The role also handles mail services, surplus property, and travel card administration.

Responsibilities include supervising vehicle operations, approving repairs, managing fuel cards, and coordinating with various departments to ensure timely,