Filing Associate

Title: Filing Associate

State Role Title: Filing Associate

Hiring Range: Starting at $60,000.00

Pay Band: 5

Agency: Div of Legislative Services -  Virginia Conflict of Interest and Ethics Advisory Council  

Location: General Assembly Bldg

Agency Website: http://ethics.dls.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Virginia Conflict of Interest and Ethics Advisory Council is hiring a Filing Associate. This is a full-time, salaried position with state benefits, including health insurance, life insurance, and retirement programs. Employees receive paid sick leave, personal leave, and annual leave, in addition to the state's 12+ paid holidays each year. The ideal candidate has exceptional interpersonal skills; strong technical aptitude; ability to work independently and take initiative; strong organizational and prioritization skills; strong writing, analytical, and communication skills; and ability to work in a fast-paced environment.

The Virginia Conflict of Interest and Ethics Advisory Council (the Council) is housed within the Virginia Division of Legislative Services. The Division of Legislative Services (DLS) is a legislative branch agency created statutorily by the General Assembly to provide nonpartisan legal, general research, and support services to members of the General Assembly, the standing committees of the House of Delegates and Senate of Virginia, and certain legislative commissions.

The Filing Associate administers the Council's electronic filing system for financial disclosures, lobbyist registrations, and lobbyist disclosures. This individual serves as a primary contact for the Council's online filing system, provides technical assistance to users, and provides instruction and guidance to other state agencies, state boards, and localities in regard to their responsibilities as coordinators of the filing requirements. The Filing Associate also assists lobbyists with their registrations and disclosures. This person frequently interacts with other state agencies, elected officials, members of state boards, lobbyists, attorneys, and compliance organizations.

Minimum Qualifications

Minimum Qualifications:
• Exceptional interpersonal skills for interacting with diverse groups of people to deliver excellent customer service
• Technical aptitude to maintain CRM system, troubleshoot issues, and problem-solve with developers
• Ability to work independently as well as collaboratively
• Capability to organize, plan, and prioritize work
• Strong writing, analytical, and communication skills
• Meticulous attention to detail
• Ability to work well in fast-paced environment

Additional Considerations

Preferred Qualifications:
• Familiarity with Virginia's legislative process
• Experience working for a government agency
• Experience designing training modules
• Bachelor's degree
• Software experience
        • Intermediate/advanced Microsoft Word, Excel, and PowerPoint
        • Microsoft Dynamics CRM
        • Adobe Acrobat
        • Website maintenance

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.

Special Instructions to Applicants:
Please note: As noted in the job posting, this is a full-time, salaried position with state benefits. Please submit a resume and cover letter in order for your application to be considered. Calls and emails will not be accepted to check the status of your application for this position.

Contact Information

Name: Claire Ivill - Manager of Human Resources and Fiscal Services

Email: civill@dls.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.