Support 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

Title: Support Services Officer

State Role Title:Gen Admin Supv I/Coord I

Hiring Range: The starting salary range is $66,500 to $72,000.

Pay Band: 4

Agency: Dept of Criminal Justice Svcs

Location:Dept of Criminal Justice Serv.

Agency Website:www.dcjs.virginia.gov

Recruitment Type: General Public - G

VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES ADVERTISEMENT

ROLE TITLE: General Administration Supervisor I/ Coordinator I

Working Title: Support Services Officer

Pay Band: 4

Position #: CJS00244

What you will do:

• 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.

Minimum 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.

Additional Considerations

• Virginia Contracting Associate (VCA) certification is preferred.
• Experience managing records in accordance with the Virginia Public Records Act.
• Experience working with state government.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

The candidate selected for the position must successfully complete a criminal background investigation. The individual may also be responsible for submitting an annual Statement of Personal Economic Interest. In addition, the selected candidate who begins original employment or re-employment in this position must serve a 12-month probationary period effective from the date of employment. The starting salary range is $66,500 to $72,000 plus the state’s benefits package.

The Virginia Department of Criminal Justice Services is an Equal Employment Opportunity employer. Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Contact us at [phone] to notify us of any needs related to completing the job application. AmeriCorps, Peace Corps, and other National Service Alumni are encouraged to apply. The Department also encourages and invites veterans to apply.

The Immigration Reform and Control Act requires that before we can legally employ an individual, we must verify both the identity and employment authorization of the individual. The Virginia Department of Criminal Justice Services uses Form I-9 to satisfy this requirement. Form I-9, instructions, and the List of Acceptable Documents can be found at https://www.uscis.gov/i-9. The Virginia Department of Criminal Justice Services does not offer sponsorship for employment purposes; therefore, the selected candidate will need to be able to provide acceptable documents in accordance with Form I-9 (use link above for more details). Additionally, the Virginia Department of Criminal Justice Services participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional assistance with this requirement, please contact [e-mail].

Contact Information

Name: Lauren Myers

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.