Office Manager, Appeals & Fair Hearings Division, W0183

Title: Office Manager, Appeals & Fair Hearings Division, W0183

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $53,000 - $63,000 (Commensurate with experience)

Pay Band: 4

Agency: Department of Social Services

Location: Dept of Social Services

Agency Website: 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 Virginia’s most vulnerable citizens have easy access to the services and benefits available to them.

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.

The Virginia Department of Social Services (VDSS) is excited to offer and announce a competitive opportunity to serve as an Officer Manager in the Appeals and Fair Hearings Unit. This challenging and rewarding position’s specific responsibilities and duties will include, but are not limited to:

The Office Manager will manage, coordinate, and perform a variety of administrative support functions. This position also provides program support to the Appeals & Fair Hearings Unit to process appeal requests in a timely and accurate manner. The primary functions of this position will include daily data entry of appeal information, preparation of certified mail receipts as required, typing of letters/vouchers, processing mail, answering telephones, filing, and generally providing technical assistance to staff and the general public who contact the unit concerning appeals.

Minimum Qualifications

Demonstrated:

• Accuracy in preparing letters and other written documents
• Ability to work under strict time constraints
• Ability to assess workload and prioritize
• Computer literacy and advanced skills in word-processing
• Ability to prepare transcripts of appeal hearings
• Ability to prepare hearing record for hearing officer and courts
• Computer literacy with intermediate skills in word processing and intermediate skills in data base usage including demonstrated skills in data input, retrieval, inquiry functions, and report generation

Additional Considerations

• Relevant experience and or knowledge of Business Administration, Public Administration, or related field
• Experience in project planning and tracking, project management or project lead on small to large projects
• Experience with Microsoft productivity tools including Word, Excel, Outlook, PowerPoint, Visio and Teams.
• Knowledge of VDSS software systems utilized in the administration of human services programs

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 a 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.

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.

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

This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy on a case-by-case basis.

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.

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.