Administrative Staff Specialist: Central Administration #0003

Title: Administrative Staff Specialist: Central Administration #0003

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $52,612.00 - $82,077.00

Pay Band:

Agency: Dept of Corr - Central Admin

Location: DOC Headquarters

Agency Website: www.vadoc.virginia.gov

Recruitment Type: Agency Employee Only - A

Job Duties

Under the direction of the Director, this position will:
Provide executive-level administrative support to the Director of the Virginia Department of Corrections
Manage the daily operations of the Director’s Office with a high level of professionalism and discretion
Coordinate the Director’s complex calendar, scheduling meetings, briefings, and engagements
Prepare, review, and manage executive correspondence and communications
Coordinate and facilitate communication between the Director and Executive Leadership Team
Organize meetings, travel arrangements, briefings, and executive-level logistics
Maintain confidentiality while handling sensitive and time-critical information
Ensure efficient workflow and organization within the Director’s Office
Serve as a key liaison for internal and external stakeholders
Perform other related duties as assigned

Minimum Qualifications

Strong knowledge of modern office practices, administrative procedures, and professional communication standards.
Solid understanding of English grammar, spelling, and punctuation.
Working knowledge of office automation systems, office equipment, and Microsoft Office Suite applications (Word, Excel, Outlook, PowerPoint).
Proficient keyboarding, data entry, and document preparation skills.
Skill in using automated systems, databases, and technology to manage workflow and information.
Strong organizational skills with the ability to prioritize tasks and manage competing deadlines.
Ability to interpret, understand, and follow detailed written and oral instructions.
Ability to communicate clearly, professionally, and effectively with internal and external customers, both verbally and in writing.
Ability to manage confidential information with discretion.
Ability to work independently, manage time effectively, and maintain accuracy and attention to detail in a fast-paced environment.
Extensive experience providing office or administrative support in a professional setting, preferably in a related or customer facing area.
Experience preparing correspondence, managing schedules, coordinating logistics, or supporting executive level leadership.

Additional Considerations

Experience supporting senior or executive leadership, including managing high level correspondence, briefings, or scheduling for executives.
Experience demonstrating a People First culture, including delivering high-quality customer service, fostering positive relationships, and communicating with respect, dignity, and fairness.
Experience handling sensitive, confidential, or time critical matters requiring sound judgment and discretion.
Experience working effectively in a fast-paced environment requiring rapid prioritization and frequent interaction with internal and external customers.

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.

If selected as a finalist with the VADOC, candidates can expect the following:  

Background Investigation Requirements: All applicants are subject to a background investigation. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks based on the position.  

 Drug Testing Requirements: Applicants applying to a designated safety sensitive position are subject to a pre-employment drug screen. Marijuana use is prohibited for positions that require possession of a firearm or a Commercial Driver’s License in the performance of official duties such as Corrections Officers, Probation Officers, Tractor Trailer Drivers and others.   

Application Requirements: Application and/or résumé for this position are only accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System. All applications should be submitted by 11:55pm on the closing date for the position.  Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. The decision to interview an applicant is based solely on the information received for this position from the electronic application and/or resumé.

Layoff Preferences: Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of VA employees only) MUST attach these forms when submitting their state application and/or résumé.

 VADOC is an EEO employer and is committed to supporting workforce diversity, equitable opportunities and inclusivity.  Reasonable accommodations are available upon request.   

 VADOC values our Veterans and encourages all to apply and receive preference in the hiring process.  AmeriCorps, Peace Corps, and other nation service alumni are also encouraged to apply.  Click here for more information: Virginia Values Veterans (V3) Program - Virginia Department of Veterans Services.

Contact Information

Name: Human Resources

Phone: (804) 317-2180

Email: Emailed applications will not be received.

 

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.