Office Services Specialist

Title: Office Services Specialist DSP03599 State Role Title: Admin and Office Spec II Hiring Range: Negotiable and Commensurate with Experience Pay Band: 2 Agency: Department of State Police Location: North Chesterfield, Virginia Agency Website: vsp.virginia.gov Recruitment Type: General Public - G Job Duties About the Position: Applicants hired into this position who are not currently VA state government employees are eligible for a $5,000 sign‑on bonus upon hire with signature of a 12‑month agreement. Applicants hired into this position who are currently working for VA state government are eligible for a $5,000 retention bonus after 10 months of successful service with signature of an agreement for an additional 12 months of service. Classified Applicants hired into this position who are already working in VSP’s Firearms Transaction Center (Dept 041000), or Dispatcher function are not eligible for either a sign‑on bonus upon hire or a retention bonus after 10 months. Supporting the mission of the Criminal Justice Information Services (CJIS) division by performing administrative and clerical support work for the Firearms Transaction Center (FTC). Responsible for receiving and responding to incoming calls from gun dealers and the public via an 800‑telephone line. Performing various types of data entry related to criminal history record information checks for Virginia’s licensed firearms dealers and associated administrative duties. Scanning, preparing, and maintaining physical and electronic files in accordance with records retention policies and assisting with a wide variety of administrative and operational tasks in support of the FTC. Minimum Qualifications Knowledge Office practices and procedures. Proper grammar, spelling, and punctuation. Basic mathematics. Physical and electronic filing systems. Automated office equipment. Computer formatted functions. Skills Use of desktop computers including Microsoft Office applications and databases for typing, data entry, applications for drafting and/or producing various documents. Operating standard office equipment including copy machines, fax machines, printers, and scanners. Abilities Set up and maintain files using a variety of filing mediums and systems. Follow written and oral instructions, policies, and procedures. Pay close attention to detail. Work independently and as a member of a team. Perform receptionist duties as needed. Adapt to fast paced or varying work environments. Establish and maintain effective working relationships with a diverse population of internal and external contacts, law enforcement and government agency representatives, licensed firearms dealers, and the general public. Previous administrative and/or clerical experience that includes telephone etiquette, data entry and document preparation using proper grammar, spelling, and punctuation required. Must be willing to work rotating shifts, weekends, and holidays. Must be eligible to become Virginia Criminal Information Network (VCIN) certified which requires either United States citizenship or lawful permanent resident of the United States and eligible for naturalization. Graduation from high school or equivalent. Additional Considerations Direct experience associated with VCIN/NCIC preferred. Equal Employment Opportunity It is the policy of the Department of State Police (the Department) that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. This policy shall be adhered to in all aspects of Departmental employment practices. It does not permit the lowering of bona fide job requirements, performance criteria, or qualifications to give preference to any state employee or applicant for state employment based on the above prohibitions. Reasonable Accommodations Reasonable accommodations are available upon request. 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. #J-18808-Ljbffr