Part-Time Administrative Staff Specialist #P0180

Socket.dev; Virginia (MN); Hybrid; USD 27,000 - 36,000; Part time

Benefits offered by this job

Hybrid work schedule

Job summary

The Virginia Department of Social Services (VDSS) seeks a part-time Administrative Staff Specialist to support the Division Director and Local Training & Development team. Duties include coordinating meetings, preparing reports, processing invoices, and handling purchase orders.

This role emphasizes accuracy, organization, and proactive process improvements. Applicants should have executive-level administrative experience and strong MS Office proficiency.

Qualifications

• Previous experience providing administrative support to an executive leader.
• Coordinate multiple projects, assignments, and calendars with shifting priorities in a fast-paced environment.
• Advanced proficiency in Microsoft Office, Word, Excel, PowerPoint, Adobe Pro, Visio, MS Project, Outlook, SharePoint, and OneDrive.
• Identify and suggest process improvements for LTD services and operations.
• Advanced proofreading and writing clarity.
• Works collaboratively with others.
• Excellent organizational and time management skills.
• Excellent oral and written communication skills.

Responsibilities

• Support the Division Director and LTD team with general administrative tasks.
• Coordinate and schedule meetings and prepare materials.
• Prepare correspondence and reports and process invoices.
• Create and manage purchase orders and related paperwork.
• Assist with other duties as assigned.

Skills

Microsoft Office proficiency

Proofreading and writing

Organizational and time management

Oral and written communication

Executive coordination

Tools

Word

Excel

PowerPoint

Adobe Pro

Visio

MS Project

Outlook

SharePoint

OneDrive

Job description

Title: Part-Time Administrative Staff Specialist #P0180

State Role Title: Executive Secretaries and Administrative Asst

Hiring Range: $27.00 - $30.00/hr.

Pay Band: 4

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning and cultivating environments of trust, respect and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve. We design and deliver high-quality human services that help Virginians achieve safety, independence and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginia’s most vulnerable citizens have easy access to the services and benefits available to them. This is an hourly/wage position and is not entitled to the Commonwealth of Virginia’s state benefits package. This position is limited to no more than 1500 hours in a 12-month period and averages no more than 29 hours a week. The Virginia Department of Social Services (VDSS), Division of Local Training and Development is currently seeking a part-time Administrative Staff Specialist. This position is responsible for supporting the Division Director and the work of the Local Training & Development (LTD) team by providing general administrative assistance with logistics and executive support for the division director and LTD team, as assigned, by coordinating and scheduling meetings, preparing correspondence and reports, processing invoices, completing purchase orders, and other duties as assigned.

Minimum Qualifications

• Previous experience providing administrative support to an executive leader.
• Ability to coordinate multiple projects, assignments, and calendars with shifting priorities in a fast-paced environment.
• Advanced proficiency in Microsoft Office, Word, Excel, PowerPoint, Adobe Pro, Visio, MS Project, Outlook, SharePoint, and OneDrive.
• Demonstrated ability to identify and work proactively to make helpful suggestions for areas of process improvement in the Local Training & Development team’s services and operations to supervisor and co-workers.
• Advanced proficiency in proofreading and writing clarity.
• Works collaboratively with others.
• Demonstrates excellent organizational and time management skills.
• Excellent oral and written communication skills.

Additional Considerations

• Considerable experience in office administration procedures and responsibilities in the support of an executive level position.
• Knowledge of state procurement policies and financial systems.

Special Instructions

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks. VDSS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization. Please be advised that this position may be approved to work onsite for two days per week and work remotely for three days per week.

The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce. VDSS does not provide sponsorship. VDSS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process. If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (PageUp) employment site when you apply.

Contact Information

Name: VDSS – Division of Human Resources

Phone: [e-mail]

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.