Office Services Specialist

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: General Public - G

Job Duties

•Performs clerical and administrative support as assigned to include daily receptionist duties as instructed. 

•Assists headquarters personnel with preparing, proofing, and mailing correspondence, as well as compiling accurate data for necessary reports in established timeframes. 

•Ensures all Department and operational manuals for Division One Headquarters are kept up-to-date.

•Maintains the upkeep of the supply area to include ordering office supplies to ensure an adequate amount of supplies are kept on hand and available. 

•Performs other duties as assigned.

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

•Promotes a positive, helpful, and friendly environment for the employees, callers and visitors. 

•Accepts positive and constructive feedback.

•Proceeds with duties as instructed by supervision.

•Communicates in a professional manner when expressing ideas, requesting information, or clarification, while performing job requirements.

•Attendance and punctuality are consistent to support job performance at the expected level.

•Maintains current listings of all purchase order accounts for Division One, initiating renewals when necessary.

•Reviews and processes invoices for accuracy, ensuring no duplications exist.

•Correctly receives into EVA, prints record, and emails invoices with record to Finance and Sergeants within 

established deadlines in accordance with Department policy and the Code of Virginia.

•Maintains invoice filing systems, ensuring copies of insurance and other necessary certificates are on file and processed in billing matters requiring certification.

•Prepares/tracks deposits of Division One funds collected from fingerprints, ensuring proper documentation and accuracy. 

•Maintains deposit files for Division One in accordance with the Department's retention policy.

•Accurately compiles reports for postage and other Division equipment.

•Collects and reconciles gasoline tickets for Division One gas pumps; and completes and submits accurate data in a monthly report.

•Collects and enters SP-93 information for Headquarters vehicles accurately in established timeframes.

•Receives and processes incoming mail and distributes as appropriate to Headquarters personnel and/or area offices for inter-office handling.

•Collects and processes outgoing mail for pickup by the post office or delivery to SPHQ.

•Processes incoming bulk mailings from SPHQ for distribution to Headquarters and area offices.

•Accurately processes all incoming vehicle impoundment reports to include date stamping; reviewing for missing data to return to area for correction; delivering to Dispatch to verify VCIN information;, receive from Sergeants once approved to add file number; and sends correspondence as appropriate to owner/lien holder/tow company.

•Assists with ordering, tracking and moving supplies into inventory as necessary.

•Accurately date stamps and tracks Sex Offender Registry updates processed at Division Headquarters in the absence of the receptionist.

•Maintains legal document/warrant system (SP-124) for Division One to include entering information into the LEAMS system; route as appropriate; update information; forward correspondence to appropriate agency; track all legal documents through a log-book system; and purge files in accordance with the retention schedule. 

•Receives and maintains log for subpoenas delivered to Headquarters; forwards to appropriate areas/personnel; and files office copies in compliance with retention schedule.

•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 practices and procedures to include grammar, punctuation, and spelling; of filing methods and systems to document and track correspondence and records; and of basic mathematics.  

•Skill in the use of computers and using Microsoft Office applications; and in retrieving and entering data into databases/automated records and forms.

•Demonstrated ability to independently organize and prioritize work; to perform basic mathematics; to validate and process vendor invoices; to reconcile figures from one source document to another; to collect, assemble and process data; to work independently and as part of a team; to follow written and oral instructions; to pay close attention to detail; and to communicate effectively orally and in writing in English. 

•Must be able to lift up to 10 pounds unassisted.

•Graduation from high school or equivalent.

•Administrative/clerical experience required.

•General office and computer/data entry 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