Office Specialist

Commonwealth of VA Careers; Hampton (VA); On-site; USD 35,000 - 41,000; Full time

Job summary

Commonwealth of VA Careers is seeking an Office Specialist to support the Shellfish Management Division at the Marine Resources Commission in Virginia. The role focuses on coordinating oyster ground leasing, handling accounting tasks, and managing public interactions while drafting professional documents.

The position requires strong Microsoft Office skills, excellent organization, and the ability to maintain accurate records and invoices in a regulated environment.

Qualifications

• Experience in general secretarial duties and responsibilities, including preparing correspondence and editing materials.
• Experience engaging professionally with the public and stakeholders.
• Strong organizational, communication, and multitasking abilities.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Manage daily clerical functions including drafting documents, archiving records, bulk mailings, and public liaison.
• Oversee oyster ground lease records, processing applications/fees, and lease transfer requests; coordinate postings and documentation.
• Provide guidance on leasing programs, regulations, and the Code of Virginia to leaseholders and the public.
• Prepare, send, and track invoices for applications, rent statements, and ten-year lease renewals.
• Administer ten-year renewal forms for private oyster ground leases.

Skills

Organizational skills

Communication skills

Multitasking

Public liaison experience

Education

High school diploma or equivalent

Office practices studies

Tools

Microsoft Office Suite (Word, Excel, Outlook, Teams, OneDrive, PowerPoint)

Job description

Title: Office Specialist

State Role Title: Admin and Office Spec III

Hiring Range: $35,012 – $41,000

Pay Band: 3

Agency: Marine Resources Commission

Location: main location

Agency Website: WWW.MRC.VIRGINIA.GOV

Recruitment Type: General Public - G

Job Duties

This position provides essential administrative support to the Shellfish Management Division in the Fort Monroe office. The role involves coordinating oyster ground leasing and accounting activities, managing public interactions, preparing professional documents, and supporting division staff.

Duties and Responsibilities

• Manage daily clerical functions including drafting professional documents, archiving records, bulk mailings, and providing professional guidance as a public liaison.
• Oversee essential processes of Virginia’s oyster ground lease program including maintaining accurate records, processing applications and fees, and managing lease transfer requests to ensure compliance with regulations. Coordinate advertisements, postings, and documentation for oyster ground leases.
• Provide guidance on leasing programs, regulations, and the Code of Virginia to leaseholders, prospective applicants, and public.
• Prepare, send, and track billing invoices for applications, rent statements, and ten-year lease renewals for oyster ground leases.
• Administer ten-year renewal forms for private oyster ground leases.

Minimum Qualifications

• High school education or the equivalent with further studies in office practices and procedures, business related studies.
• Experience in general secretarial duties and responsibilities to include preparing correspondence, proofreading and editing of materials.
• Experience in engaging professionally with the public and stakeholders is also required, along with a commitment to ensuring high-quality administrative support.
• Strong organizational, communication, and multitasking skills as well as the ability to maintain accurate records and manage financial processes effectively.
• Candidate must have proven experience in administrative coordination or clerical roles, with demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, OneDrive, and PowerPoint).

Additional Considerations

• Knowledge of program mission, regulations and function.
• Can demonstrate experience in the use of automated licensing, permit, and/or leasing systems.
• Excellent communication skills, both oral and in writing.
• Ability to communicate professionally with the general public, seafood industry and others.

Note: This position requires physical ability to lift up to 15 lbs.; pushing and pulling; standing, sitting, reaching, walking, bending, stooping, and climbing

Contact Information

Name: Malinda Cross

Phone: [phone]

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.