Office Administrator - Henrico

Title: Office Administrator - Henrico

State Role Title: Admin & Office Specialist I

Hiring Range: $50,102.00 + State Benefits

Agency: Indigent Defense Commission

Location: ADMINISTRATIVE OFFICE 200

Agency Website: www.vadefenders.org

Recruitment Type: General Public - G

Job Duties

The IDC’s Administrative Office is seeking to fill an Office Administrator position that will serve our mission of protecting and defending the rights and dignity of our clients through zealous, compassionate, high-quality legal advocacy. The Office Administrator reports to the Deputy Director and is employed at-will. This position is in-person and does not offer the option for remote work.

If you are interested in applying and joining our mission, please complete an application. If you have specific questions related to applying, please contact us at recruiting@vadefenders.org.

Duties:
The Office Administrator provides direct support to the Executive and Deputy Directors as well as the Training and Certification departments. This person will serve as the primary point of contact, coordinating the daily activities of the Office and acting as secretary and liaison to the Commission. This position will serve as the first point of contact for all phone calls and will communicate and interact with the public (including private certified court-appointed attorneys), office colleagues, public defenders’ offices, and Commission members. The office administrator will also provide administrative support and assistance with all VIDC training conferences and provide support for the court-appointed attorney certification/recertification process. This person is also part of the Training and Certification teams and may be required to secure training space, coordinate training registration, and act as a backup to the Certification and Training Specialist among other duties.

The IDC is committed to inclusive hiring and is dedicated to diversity in our workforce. We encourage and welcome qualified applicants of all identities, cultures, backgrounds, and experiences.

Minimum Qualifications

A comprehensive working knowledge of office practices, procedures, and equipment is essential, along with professional communication skills and experience in creating and editing letters, memos, and correspondence. Proficiency in the Microsoft Office Suite, Google Workspace applications, and Zoom is required. A demonstrated ability to manage an office, oversee workflow, and provide direct administrative support is also necessary. Other qualifications include the ability to stay organized, accurately enter data, plan and prioritize assignments, communicate effectively both orally and in writing, coordinate office meetings and events, and work independently and collaboratively in a fast-paced, team-driven environment. The qualified candidate will lead by positive example, accept and implement feedback, communicate promptly with the Deputy Director regarding office concerns, and be highly detail-oriented. This role involves providing support for the court-appointed attorney certification process, including utilizing ACES, handling inquiries from attorneys, and assisting with inputting information into the certification database.

Additional Considerations

Experience as an office manager or executive assistant will be strongly considered.
Experience with event and program planning will be strongly considered.

Special Instructions

Applications for this position require a cover letter and resume. Failure to submit both may disqualify you from further consideration.

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.

While creating an account through the state system will save your basic information (please remember your username and password), applications are NOT saved for future openings. We encourage you to apply to any and all of the positions you may be considering within the IDC.

Employment is contingent upon the successful completion of a fingerprint-based criminal background check. Being authorized to work in the U.S. is a precondition of employment. IDC uses the E-Verify system and does not provide sponsorship.

Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted.
IDC does not accept “see resume” as a response to any question. Information on the application is the primary source used for screening the position. Reasonable accommodations are available to applicants if requested, during the application and/or interview process.

This position qualifies for Public Service Loan Forgiveness (PSLF) depending on your type of loan.

Edits cannot be made to the application once you have received a confirmation number. Phone calls are not accepted regarding an inquiry into the status of an application. Please login to the RMS system for status updates.

Contact Information

Name: Ashley Washington

Phone: 804-662-7249

Email: recruiting@vadefenders.org

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.