Administrative Assistant

Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $53,655 - $57,743

Pay Band: 3

Agency: Department of Juvenile Justice

Location: DJJ Training Academy

Agency Website: www.djj.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) protects the public by preparing court-involved youth to be successful citizens. DJJ is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening both families and communities within the Commonwealth.

DJJ is currently hiring an Administrative Assistant. This position will provide administrative support at the Virginia Public Service Training Center (VPSTC), which is owned and operated by DJJ. This role will provide confidential, efficient, and accurate support to the VPSTC Facility Operations Manager and other division staff. Compile analytical data to develop monthly management reports for distribution as needed. Represent the Facility Operations Manager and operations team on a multi-state agency platform. Maintain required personnel support documentation related to operations employees to include maintenance of employee performance documentation. Serve as back-up/relief to the Customer Relations Coordinator while maintaining integrity and quality of the total customer experience for clients. Work independently, while completing and coordinating a variety of assigned tasks and responsibilities; serve as a resource for information requested by staff, other state agencies and the public. Effectively communicate with others to accomplish tasks through influence and collaboration.

Minimum Qualifications

• Considerable knowledge of office practices, procedures, and techniques; business English for report development and correspondence; filing; and treatment of confidential records.
• Considerable knowledge of computer software packages used in a business setting to include word processing, graphics, desktop publishing, spreadsheet applications, and database management, considerable skill in keyboarding.
• Working knowledge of the organization and operations of state government and analytical processes.
• Demonstrated ability to ensure correct spelling, punctuation, and grammar in business documents and reports; provide both quantitative and narrative reports on divisional activities; communicate effectively and tactfully with all levels of persons both orally and in writing.
• Demonstrated ability to understand and convey policies and procedures of the department and to prioritize and organize work, coordinate multiple assignments, and meet critical deadlines.

Additional Considerations

• Considerable experience and/or equivalent training in business practices, writing skills, and interpersonal communications.
• Progressive experience serving in administrative roles that includes project management, policy interpretation and application.

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.

Lay off Policy 1.3: If you have been affected by DHRM Policy 1.3 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

DJJ Welcomes Veterans: DJJ is committed to hiring and retaining veterans. If applicable, please submit form DD-214 with your state application. Please include your name and the position number in which you are applying along with the DD-214.

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Status Updates/Confirmation: Once you submit your online application, you will instantly receive an application confirmation number. You may use this number to track the status of your application during the recruitment process. Please refer to your account for the status of your application. Updates will not be provided via telephone.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Equal Opportunity Employer: The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply.

Contact Information

Name: Bianca D. Stewart Williams, Talent Acquisition Consultant

Phone: 804-588-4410

Email: djjrecruit@djj.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.