Centralized Mail Specialist - #W0118

Title: Centralized Mail Specialist - #W0118

State Role Title: Administrative & Office Specialist III

Hiring Range: $35,324-$47,250 (salary commensurate w/exp.)

Pay Band: 3

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas, and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning, and cultivating environments of trust, respect, and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginias most vulnerable citizens have easy access to the services and benefits available to them.

The Division of Business Operations’ Centralized Mail Unit (CMU) is currently seeking a Centralized Mail Specialist. This position will receive, research, identify and scan documents to support Division of Child Support Enforcement (DCSE) Centralized Mail efforts and central mail operations for the State Disbursement Unit (SDU). Responsibilities include but may not be limited to:

• Supports DCSE teleworking offices providing relevant/essential case documentation.
• Completes administrative, fiscal, and programmatic duties for child support cases, engaging families for success so that they have the financial and family support they need to grow and thrive.
• Gathers and organizes information to meet requirements, creating and updating client records in automated system, and processing documents in assigned case management functions.
• Communicates directly with internal staff and external agencies as needed to obtain and convey information.
• Research documentation to support actions by case management staff (establishment, court, review/adjustment and enforcement) in timely, accurate and complete manner.
• Train new and current employees on Centralized Mail policy and procedures.

Minimum Qualifications

Demonstrated ability to plan, organize, and manage multiple priorities; obtain and assess information/data through interviewing; independently research cases to resolve difficult problems; interpret and apply policies and procedures; analyze and utilize legal and financial data and automated reports; perform mathematical computations; communicate effectively both orally and in writing with internal and external staff and general public in a clear and concise manner; maintain confidentiality and exercise discretion when dealing with sensitive documents/information; work in a fast-paced environment and effectively under pressure; and adapt to changing processes/procedures.

Proficient computer skills in Microsoft Office (i.e. Word, Excel, Teams) and with automated information (database) systems.

Experience providing customer service to the general public in an office/administrative environment.

Experience performing document management/scanning/imaging functions in an office/administrative environment.

Additional Considerations

Work experience with network-based document imaging system, electronic mail machine and/or electronic certified mail procedures.

Work experience in child support enforcement or a Title IV-A/Title IV-E environment.

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.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (RMS) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide confirmation of receipt when the application is submitted for consideration. Please refer to your RMS account for the status of your application and this position.

VDSS values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

Virginia Department of Social Services does not provide sponsorship. The Virginia Department of Social Services is an Equal Opportunity Employer and encourages diversity within its workforce.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application or resume. Minorities, Individuals with disabilities, Veterans and people with National Service experience are encouraged to apply. For more information about our employment practices, please visit our “Vision, Mission and Strategic Plan”. Multiple positions may be filled from this recruitment within 90 days of the closing date.

In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching – Employee Benefits.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (RMS) employment site when you apply.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS 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.

Please be advised that this position may be approved to work remotely one day per week; this is based on office needs, and subject to change.

Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Contact Information

Name: VDSS – Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.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.