Administrative Specialist

Administrative Specialist

Title: Administrative Specialist

State Role Title: Admin and Office Spec III

Hiring Range: $26.00 - $30.00/hourly

Pay Band: UG

Agency: Dept Conservation & Recreation

Location: MAIN STREET CENTRE

The Virginia Department of Conservation and Recreation (DCR) is the state's lead conservation agency, providing access for outdoor recreation, strengthening communities' flood resilience, and protecting what Virginians care about: clean water, parks, natural habitat and open space. Serving a diverse commonwealth rich in nature and culture, the Virginia Department of Conservation and Recreation touches all Virginians' lives. Wage/seasonal positions are not eligible for Commonwealth of Virginia benefits (health care, paid leave, etc.) and are limited to 1,500 hours from May 1 to April 30. DCR provides the opportunity for wage employees to participate in tax-deferred compensation programs, supplemental disability insurance, and supplemental retirement accounts made available through the Commonwealth's provider network at the employee's expense.

Job Duties Procurement Processing & Support

• Process purchase requests in eVA or agency systems in accordance with Commonwealth procurement policies.
• Prepare and track purchase orders, requisitions, and vendor documentation.
• Maintain procurement logs, ensuring accuracy of order details, quantities, and delivery status.
• Coordinate with vendors and staff to resolve order discrepancies, delays, or missing items.
• Ensure required documentation (i.e. quotes, approvals, receipts) is complete and properly filed.
• Assist with Small Purchase Charge Card (SPCC) transaction documentation and reconciliation support.
• Responsible for the end-to-end communication lifecycle for procurement requests and travel reimbursements, ensuring 100% policy compliance.

Travel Coordination & Reimbursements

• Coordinate employee travel arrangements in compliance with state travel regulations.
• Process travel authorization and reimbursement requests in Cardinal or applicable systems.
• Review travel documentation for completeness, accuracy, and policy compliance.
• Track travel reimbursement requests to ensure timely processing.
• Communicate with staff to resolve discrepancies or missing documentation.
• Maintain organized travel files to support audit and reconciliation processes.

Financial Documentation & Record Management

• Maintain organized electronic and/or physical files for procurement and travel transactions.
• Ensure all records are audit-ready and aligned with DCR and state retention policies.
• Assist in gathering documentation for monthly reconciliation and financial review processes.
• Support tracking of expenditures and documentation for operational budgets as assigned.

Customer Service & Staff Support

• Serve as a point of contact for division staff regarding procurement and travel procedures.
• Provide guidance to division staff regarding required forms, documentation, and submission timelines related to basic procurement and travel paperwork.
• Assist in resolving routine issues and escalating complex matters to the Administrative Coordinator.
• Provide concise, structured, and low-touch weekly status reports to the supervisor, flagging only critical exceptions that require formal sign-off.
• Enforce strict compliance guidelines with empathy and patience, maintaining strong professional relationships across all staff levels.

Administrative & Operational Support

• Assist with general administrative tasks supporting division operations as needed.
• Support data entry, reporting, and tracking related to procurement and travel activities.
• Participate in process improvements to enhance efficiency and compliance.

Minimum Qualifications

• Experience providing administrative support in an office environment, involving procurement, finance, and/or travel processing.
• Working knowledge of Virginia procurement and travel policies, procedures, and compliance requirements, including practical experience applying and operating under the CAPP Manual.
• Experience processing travel reimbursements and procurement transactions accurately and maintaining detailed, organized records.
• Experience maintaining financial, procurement, or audit-related documentation with a high degree of accuracy and organization. This includes maintaining both electronic and physical filing systems in accordance with records retention, compliance, and operational requirements.
• Demonstrated ability to communicate effectively, both orally and in writing, and provide customer service to staff.
• Advanced experience with Commonwealth of Virginia systems such as Cardinal and eVA.
• Advanced proficiency in Microsoft Office 365 (Word, Excel, Outlook)

Additional Considerations

• Demonstrated experience following established procedures and applying attention to detail in a high-volume processing environment.
• Experience working in a government, higher education, or highly regulated environment. Familiarity with Small Purchase Charge Card (SPCC) procedures.

Special Instructions

Submission of an online application is required for this position. DCR does not accept applications, resumes, cover letters, etc. for this vacancy in any other format. When applying for jobs, please ensure your online application and/or resume is complete with duties and skills associated with your work experience. A valid Driver's License is required to operate a state vehicle or if operating a personal vehicle while conducting business on behalf of the agency.

Selected candidate(s) will need to complete the I-9 Employment Eligibility Verification Form. DCR participates in E-Verify. Minorities, individuals with disabilities, veterans, and people with National/Federal Service experience are encouraged to apply. EEO/AA/TT

DCR employees are encouraged to visit Virginia State Parks! Check out our employee discounts.

• Free parking or admission to all Virginia State Parks.
• DCR classified, retired, and wage staff (after six months of service) are entitled to overnight facility discounts such as:
• Free camping outside of the Memorial Day weekend to Labor Day period in sites designed for up to six people.
• Free camping Sunday night through Thursday night (excluding the night prior to a holiday) from Memorial Day weekend through Labor Day.
• Fifty percent discount on cabins (up to 3 bedrooms) outside of Memorial Day weekend to Labor Day, for a maximum of 14 nights. All reservations require a two-night minimum. Bunkhouses, camping cabins, and yurts are included; one night yurt stays only receive a 25% discount.

Contact Information

Name: Human Resources

Email: View email address on click.appcast.io

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