Administrative Assistant #W0062/W0087

Administrative Assistant #W0062/W0087

Title: Administrative Assistant #W0062/W0087

State Role Title: Admin and Office Spec III

Hiring Range: $16.27 - $23.34 per hour.

Pay Band: 3

Agency: Virginia Department of Agriculture

Location: CHESAPEAKE GRAIN OFFICE

Job Duties

The Virginia Department of Agriculture and Consumer Services' Division of Commodity Services has an exciting opportunity for a part-time Administrative Assistant in the Grain Services Office. This position will assist with the distribution of all federal correspondence and memos to inspectors/graders and will update related manuals and handbooks as necessary. The selected applicant will contribute to the maintenance and accountability for federal audit by updating the master file containing serially numbered documents, records, correspondence, tracking information and personnel data; aid in the collection, accuracy and preparation of monthly state and federal reports; and prepare federal certificates and distribute to customers in compliance with federal standards. Additional duties include assisting with the development, organization and maintenance of complex filing systems; researching information; preparing and filing various records, federal certificates, correspondence, travel vouchers, time sheets, personnel and payroll forms, billing, budget and various miscellaneous materials. This position will also respond to employee and client requests for information and provide other assistance as needed.

Minimum Qualifications

Knowledge of standard office equipment and practices; knowledge of basic accounting and bookkeeping principles; exceptional customer service skills; organizational and problem solving skills with attention to detail; excellent keyboarding skills and proficiency with standard business or accounting computer software applications (MS Office with special emphasis in Excel); ability to communicate effectively both orally and in writing; to work professionally with others; to accurately proofread and edit letters and reports using proper business language and grammar; and to accurately follow instructions and procedures. H.S. Diploma/GED required.

Additional Considerations

Additional training in a business-oriented curriculum and experience performing administrative/bookkeeping support functions. An equivalent combination of training and current experience indicating possession of the preceding qualifications may substitute for this education and experience.

Special Instructions

You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

The Immigration Reform and Control Act requires that before we can legally employ an individual, we must verify both the identity and employment authorization of the individual. VDACS uses Form I-9 to satisfy this requirement. Form I-9, instructions, and the List of Acceptable Documents can be found at VDACS does not offer sponsorship for employment purposes; therefore, the selected candidate will need to be able to provide acceptable documents in accordance with Form I-9 (use link above for more details). Additionally, VDACS participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional assistance with this requirement, please contact View email address on click.appcast.io. Final candidate must successfully complete a fingerprint-based criminal background check. If you have been affected by DHRM Policy 1.30 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

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 View phone number on click.appcast.io.

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.

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