Office Services Assistant

Title: Office Services Assistant

Hiring Range: Negotiable and Commensurate with Experience

Pay Band: 2

Agency: Department of State Police

Location: Fairfax County

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

•Performs duties of a receptionist and handles inquiries from the public via telephone and in person, using discretion, Virginia State Police Manual guidelines, and instructions from supervisors.

•Assists all personnel, the public, and answers telephone inquiries in a timely, cordial and professional manner.

•Provides information and assistance to the public, other state agencies, and private entities in compliance with Department policy.

•Directs questions, messages, and calls for service in the appropriate manner.

•Handles emergencies or other requests for service, from the public, by referral to the appropriate member of the Department or other agency.

•Records and relays messages to employees.

•Handles requests for information and provides guidance on the process of obtaining an accident report or other requests for records in accordance with law and policy.

•Demonstrated ability to prioritize tasks; and to analyze and solve problems with minimal supervision.

•Functions as the alternate task manager; and assists the secretary senior in managing the area calendar, to include deadlines and meetings.

•Conducts weekly inventory of necessary supplies and forms for the Area Office.

•Solely responsible for ordering, receiving, reviewing, and distributing supplies on a weekly basis.

•Enters all supplies required for the Area and the members of the Area into the Department’s Sunflower Management System (AIMS), weekly.

•Completes other office needs upon approval of the first sergeant.

•Coordinates fingerprinting for the general public; and collects, records, and forwards fees for fingerprinting of individuals, with the required reports and documentation.

•Works to keep the common areas of the office neat and organized, contributing to the functionality and efficiency of the organization. 

•Accurately enters data into systems as needed. 

•Enters the schedule into ScheduleAnywhere and makes changes as needed. 

•Updates information on the Area 48 and Division VII servers as needed. 

•Retrieves statistical data as needed and creates reports for use in performance reviews. 

•Keeps accurate records for the fuel pump, including leak tests, and ensures a readily supply of fuel and fuel pump related forms. 

•Ensures the fuel cost is promptly posted when changed.   

•Reviews arrest and summons forms prior to sending them to court to ensure proper forwarding.

•Files miscellaneous forms particular to work tasks, such as supply requisitions, supply receipts, SP-299's, copies of VISA receipts, and reports.

•Reviews, maintains, and enters into AIMS all monthly vehicle expense reports.

•Maintains all personal equipment inventory files and vehicle equipment inventory files.

•Proofreads and corrects correspondence and reports prior to submission as directed by supervisors.

•Functions as the alternate file manager as directed by supervision.

•Reviews and prioritizes daily mail (external and internal); and forwards those items needing a response as appropriate.

•Reviews, copies, and distributes court subpoenas received from the courts.

•Organizes the Area Office mailboxes and manages distribution of interoffice mail.

•Responsible for operating the postage meter and assisting members with the meter when postage is needed.

•Reviews for accuracy and types miscellaneous forms and correspondence from drafts. 

•Maintains and updates all rosters particular to the area. 

•Manages the vehicle storage file; and determines status of vehicles stored/impounded in storage lots; and ensures release information is accurately reported to the Division.

•Generates and distributes quarterly and annual reports to supervisors.  

•Safety issues are reviewed and communicated to assure a safe and healthy workplace.

•Complies with the Standards of Conduct and brings serious violations to the attention of the Area Commander.

•May be required to perform other duties as assigned. 

•May be required to assist the Department or state government generally in the event of an emergency declaration by the Governor.

Minimum Qualifications

•Working knowledge of general office and clerical practices and procedures; of basic mathematics; of office equipment; of filing systems; and standard English grammar, punctuation, spelling, and usage.

•Skill in the use of personal computers and using Microsoft Office applications.

•Demonstrated ability to perform receptionist work in a professional manner; perform data entry; make basic mathematical computations; maintain and update files, records and reports; compile data for various reports; type correspondence and prepare routine reports from fiscal data; communicate effectively in English orally and in writing with staff, agency officials and the public as required; review and prioritize mail; and work independently and as a member of a team.

•Graduation from high school or equivalent.

•Previous clerical and/or word processing and data entry experience; and experience demonstrating knowledge of basic office practices and procedures, proper grammar, punctuation, spelling, filing systems and basic mathematics.

•An equivalent combination of training and experience indicating possession of the preceding knowledge, skills and abilities may substitute for this education and experience.

•Must be qualified to become certified as a Notary Public.

Preferred Qualifications:

N/A

Special Instructions: 

A BACKGROUND INVESTIGATION SHALL BE REQUIRED OF EACH SELECTED APPLICANT

Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s); salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable.  The anticipated duration of the pre-employment process is determined by the successful completion of the above items.

Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at https://jobs.virginia.gov and must be received by 11:55 P.M. on February 7, 2023. Please limit resumes to four pages and cover letters to one page.  Any additional attachments received in excess of this will not be considered.

PageUP provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully.  Please refer to your PageUp account to check the status of your application for this position.  For questions, please contact the Employment Unit of the Human Resources Division at employment@vsp.virginia.gov.

The Virginia State Police is an Equal Opportunity Employer.  Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual’s race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation or any other categories protected by applicable federal, state or local laws.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST

THE VIRGINIA STATE POLICE IS BEST IN CLASS!

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