Administrative & Office Specialist III
If your goal is to build a career that makes a difference and you seek to join an organization whose mission is to promote a healthier, safer world through quality laboratory service, consider joining the dedicated staff of DCLS.
Located in historic downtown Richmond, our laboratory is adjacent to the State Capitol grounds. Beaches, mountains, Colonial Williamsburg, and Washington D.C. are less than a two-hour drive. Excellent state benefits package including retirement pension, affordable healthcare, paid parental leave, and disability leave! 13 paid holidays and generous leave package.
Job Duties
The Virginia Department of General Services (DGS), Division of Consolidated Laboratory Services (DCLS) is seeking a professional to serve as Administrative Office Specialist for the Commonwealth’s Division of Consolidated Laboratory Services (DCLS), which is one of the largest and most diverse consolidated state laboratories in the nation. With an annual budget of over 30 million dollars, DCLS performs approximately 9 million tests annually. Results from these tests are used confidently by local, state, and federal public health, agriculture, food regulatory, environmental protection, and law enforcement officials serving to protect our citizens, food supply environment and commerce. DCLS is a member of several public health networks and emergency response groups; the Consolidated Laboratory also directs the Commonwealth’s environmental laboratory accreditation program.
As a member of the Administration Group, the Administrative & Office Specialist positions support DCLS through administrative, clerical, fiscal, personnel and procurement processes. This position also supports the Director’s Office with administrative support.
** This is a full-time restricted position funded by a federal grant and includes state benefits. See DHRM Policy 2.20 types of Employment for general terms and conditions**
Job duties include, but are not limited to:
• Enter procurement orders for division utilizing state systems.
• Maintains state-issued credit card in accordance with all state guidelines.
• Process personnel transactions.
• Process fiscal transactions.
• Effectively communicate with various staffing levels.
• Ensure compliance with state & agency regulations.
• Provide administrative support to division/senior management.
• Provide superior customer service to internal and external customers.
• Lead other staff on administrative processes.
• Exercise discretion, confidentiality, and judgement when accessing administrative files/transactions.
Requirements
Minimum Qualifications
- Experience performing administrative support functions, office practices, and procedures.
- Knowledge of procurement processes, laws, and regulations.
- Demonstrated skill in the use of Microsoft Office Suite (to include Word, Excel, PowerPoint, and Outlook).
- Demonstrated ability reading, interpreting, and following procedures, guidelines or regulations.
- Ability to obtain Virginia Contracting Associate (VCA) certification within 12 months of hire date.
- Ability to effectively communicate both verbally and in writing.
- Ability to work in a team environment with minimal supervision.
- Ability to prioritize multiple tasks and meet deadlines.
Additional Considerations
- Experience working with eVA procurement system.
- Experience processing state fiscal transactions.
- Experience working in public health laboratory environment.
- Knowledge of Commonwealth’s Agency Procurement and Surplus Property Manual (APSPM).
- Knowledge of laboratory/microbiological/medical and chemical terminology.
DGS offers excellent health benefits at affordable pricing, pre-tax spending accounts, paid life insurance, paid Short- and Long-Term Disability benefits, paid holidays, vacation, and other leave benefits, wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. DGS is a qualifying employer for the Public Service Loan Forgiveness Program.
Qualified state employees may be eligible for student loan forgiveness through the Federal Public Service Loan Forgiveness Program (PSLF). As a full-time employee with the Virginia Department of General Services, Division of Consolidated Laboratory Services, you may be able to take advantage of this program! Visit the site Public Service Loan Forgiveness Program for more information including eligibility requirements.
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.
DGS 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.
Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire.
This is a full-time restricted position funded by a federal grant and includes state benefits. See DHRM Policy 2.20 Types of Employment for general terms and conditions.
The selected candidate must pass a fingerprint-based criminal background check.
Fax, e-mail or mail applications will not be accepted. The online State application must contain all required information and fully respond to the questions to be considered for this job opportunity.
For assistance or computer access, please visit your local Virginia Employment Office or contact our office at jobs@dgs.virginia.gov or call 804-786-3910.
Applications will be accepted until a suitable pool of candidates is received. After 5 business days, this position may be closed at any time.
The Virginia Department of General Services is an equal opportunity employer. Minorities, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.
Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.
The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.
Blood-borne pathogen training will be provided by the employer. In order to comply with OSHA blood-borne pathogen requirements, DCLS offers the Hepatitis B vaccine.
DCLS employees are designated as essential personnel. This designation requires DCLS employees to report to the workplace or at an assigned remote location during state authorized closings or delays (i.e., weather-related closures/delays, holidays, etc.), unless otherwise instructed by management.
Contact Information
Name: DGS Human Resources
Phone: 804-786-3910
Email: jobs@dgs.virginia.gov
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.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
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