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Office Services Specialist

Administrative Services

N. CHESTERFIELD

Office Services Specialist

  • 493361
  • 7700 MIDLOTHIAN TNPK , N. CHESTERFIELD, Virginia, United States, 23235
  • Department of State Police
  • Administrative Services
  • Full-Time (Salaried)
  • Closing at: Feb 7 2023 at 23:55 EST

Title: Office Services Specialist

Hiring Range: Negotiable and Commensurate with Experience

Pay Band: 2

Agency: Department of State Police

Location: Chesterfield

Agency Website: vsp.virginia.gov

Recruitment Type: Agency Employee Only - A

Job Duties

•Receives roadway incident data from sworn employees for review and enters into appropriate computer systems/ applications.

•Prepares quarterly and annual reports. 

•Generates reports that provide critical information to the Transurban and the Department on critical Express Lane operations/activities.  Provides data to Transurban through supervision. 

•Attends meetings with Transurban, VDOT and Department staff. Takes meeting notes for Department related business and prepares reports for the express lanes Virginia State Police (VSP) supervisors in preparation of scheduled meetings.  Maintains records for 25 express lane troopers two divisions (2nd & 7th) including equipment; hours worked in lanes; enforcement; and special construction projects (work zones): Current allotments: Area 5 (2), Area 11 (13), Area 45 (5), and Area 48 (5).

•Serves as a community liaison with Department members, stakeholders, and Transurban personnel. •Keeps supervision informed of upcoming events, issues and any other matter such as construction projects.

•Collects summaries of public comments from public meetings; and reads comments and responses and identifies any issues that may be of value to Department management.

•Types and prepares responses to the high volume of incoming correspondence from private entities, i.e., Transurban, FOIA and preservation requests, in compliance with Departmental policy and formal agreements.

•Types and prepares responses to inquiries/requests from public, and other stakeholders.

•Maintains appropriate files in accordance with retention schedule.

•Enters weekly area work schedule into ScheduleAnywhere system.

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

•Independently prepares and types correspondence, reports, and forms while reviewing for grammar; spelling; and punctuation.  Distributes to Administrative HQ.

•Responsible for Express Lane reports and correspondence. Assists in the accurate maintenance of vehicle expense records for Transurban.

•Gathers information for significant incidents for after action reviews.

•Files and maintains records in accordance with retention schedule.

•Responsible for posting Safety in Work Zone (SWZ) assignments as received from various entities, i.e., VDOT and private entities.

•Ensures requests are fulfilled and notified requesting entity of same.

•Prepares monthly SP-286 for submission to Division II Headquarters.

•Conducts inventory of necessary supplies relative to office, personnel, and state issued vehicles.  Assists in ordering, receiving, reviewing, and distributing supplies. 

•Assists in ordering of postage stamps, weighing outgoing mail and affixes proper postage and other office needs. 

•Central Billing in Oracle for fingerprinting of individuals at the request of supervision.

•Assists in managing stored vehicle reports file; establishes a contact date for state and county approved towing companies; follows up on release/impound information; and ensures information is forwarded to necessary staff/supervision. 

•Assists in the accurate maintenance of vehicle expense records.

•Files miscellaneous forms peculiar to work tasks such as supply requisitions and receipts, copies of VISA receipts, fuel consumption tickets, and reports.

•Training plans and desk procedures are kept current, and updates are coordinated through supervision.

•Serves as receptionist when needed, handling public inquiries via telephone and in person, using discretion, VSP Manual guidelines, and instructions from supervisors. 

•Receives and responds to medical emergencies and domestic situations by seeking appropriate assistance.

•Records and relays messages to employees. Receives and responds to requests for information and provides information on how to obtain copies of accident reports. 

•Demonstrates skill to analyze and solve problems.

•Establishes and maintains effective working relationships with supervisors and co-workers. 

•Maintains a clean and safe workstation.

•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 data collection, synthetization techniques, and analysis; of general office and clerical practices and procedures; of basic mathematics; of office equipment; of filing systems; and of standard English grammar, punctuation, spelling and usage.

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

•Demonstrated ability to collect, synthesize, and analyze data; to enter data into appropriate computer systems/applications; to prepare responses to incoming correspondence; to complete reports and forms; to make basic mathematical computations; to collect, balance and forward fees; to maintain and update files, records and reports; to communicate effectively in English orally and in writing; to adapt and learn changes in office technology; to perform receptionist work in a professional manner; and to work independently and as a member of a team. 

•Graduation from high school or equivalent.

•Motor vehicle operator’s license. 

•Data collection and analysis, and administrative experience required. 

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

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!

(V)alor (S)ervice (P)ride

 

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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