Administrative Support Specialist

Title: Administrative Support Specialist

State Role Title: General Administration Supervisor I/Coordinator I

Hiring Range: The anticipated starting salary range is $55500 to $65500.

Pay Band: 4

Agency: Dept of Criminal Justice Svcs

Location:Dept of Criminal Justice Serv.

Agency Website:

Recruitment Type: General Public - G

VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES ADVERTISEMENT
ROLE TITLE: General Administration Supervisor I/Coordinator I
Working Title: Administrative Support Specialist
Position #: CJS00144

The Virginia Department of Criminal Justice Services is seeking a collaborative and innovative team player to serve as a full-time Administrative Support Specialist in Richmond Virginia. This position supports the Division of Programs and Services working across the division with numerous individuals working in the office or remotely. The selected incumbent will be expected to work in the office with the eventual potential for one day of telework.

Public service offers the opportunity to do important rewarding work while maintaining a healthy work-life balance. If you want to be part of an agency that cares about our constituents rigorously advocates and promotes opportunities for all Virginians wed love to have you join us!

What you will do:
Maintain and order supplies and materials for the division and staff in accordance with state and agency procurement policies and procedures.
Process travel reimbursement documents for division staff advisory committee members trainers consultants and others as requested; develop material as needed to explain reimbursement process.
Schedule meetings secure meeting locations order supplies secure name tags and name tents order meals and perform other duties as necessary for meetings and events.
Coordinate setups for new hires to ensure smooth and welcoming transition.
Maintain staff listings and contact information.
Track purchases and travel requests by funding source; providing updates as needed for internal budget management purposes.
Post meetings agendas draft minutes and regulatory minutes on Regulatory Town Hall and agency website within timeframes prescribed by the Code of Virginia and regulations.
Maintain master files including paper and electronic in an orderly manner including those required for permanent retention in accordance with the Library of Virginia Records Retention Schedule.
Maintain master training spreadsheet(s) for division ensuring that individual entries from staff are complete; update revise or develop new spreadsheet(s) as necessary or requested.
Produce attendee certificates for conferences and in-person training events.
Provide on-site assistance at conferences.
Collaborate and coordinate with other agency sections external agencies and vendors as needed to accomplish assignments.
Assist with formatting directories mailing lists and letters.
Provide administrative support for file management document development and other needs as assigned by the Division Director.
Maintain inventories and supplies in a neat and orderly manner.

Minimum Qualifications

Ability to analyze interpret and apply policies and procedures to job functions.
Experience working in an administrative capacity for a team or teams of individuals with different functions.
Documented experience developing and utilizing Microsoft Excel spreadsheets including pivot tables.
Documented experience utilizing Microsoft Word to create and edit correspondence and documents.
Ability to exercise discretion and maintain confidentiality.
Demonstrated ability to meet critical deadlines handle multiple assignments changing priorities and ensure timeliness and quality of completed assignments.
Ability to think strategically and cross culturally and independently implement new initiatives and projects.
Ability to articulate both orally and in written form clear and concise program objectives and goals and summarize achievements of programs in reports and other documents as requested.
Documented experience working as an active contributing team member as well as an independent and self-motivated employee.

Additional Considerations

Documented experience acquiring goods and services through government procurement methods and processes.
Demonstrated understanding of Virginia state travel policies and procedures.
Experience providing support for training activities or conferences.

Special Instructions

Interview candidates may be required to demonstrate the skills and abilities necessary for satisfactory performance of work. The candidate selected for the position must successfully complete a criminal background investigation and complete and submit a Form I-9 (Employment Eligibility Verification) which will be entered into the Federal E-Verify system to confirm identity and work authorization. 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 anticipated starting salary range is $55500 to $65500 plus the states benefits package.

Applications for this position are only accepted electronically through the Commonwealth of Virginias Electronic Recruitment System at All applications should be submitted by 11:55 pm on June 11 2025. The application and supplemental questions must be completed in a comprehensive manner and reference any pertinent knowledge skills and abilities as well as any previous experience that relates to the position. Fax email or mail applications will not be accepted. Rsums and cover letters may be attached to the online application.

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 to notify us of any need 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.

You will be provided with confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to your account at for the status of your application and this position.

Contact Information

Name: Nicole Harris

Phone:

Email:

In support of the Commonwealths 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 .

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.