Office & Administrative Support

Title: NRO - P0804 - Office & Administrative Support

State Role Title: Admin and Office Spec III

Hiring Range: $44,000 - $60,000

Pay Band: 3

Agency: Dept of Environmental Quality

Location: Northern Regional Office

Agency Website: www.deq.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Dept of Environmental Quality is seeking a qualified candidate to serve as scheduled back-up for NRO Office receptionist including but not limited to answering phones, greeting/directing visitors, opening/sorting/distributing incoming mail, receiving and processing facsimiles; use of postage meter, and general-use vehicle processing procedures for front desk coordination. Fleet management duties including but limited to backup and assistance with vehicle packets, reservations spreadsheet, and monthly collection, rotation and reporting of General Use Vehicle Mileage logs. Manages and maintains the FOIA log and inbox. Conduct and conclude searches for responsive documents, analyze data collected to produce formal request response, recognizes various types of search criteria and protocols. Monitors responses to ensure VFOIA timeframes are met and transmits records to requester using VitaShare or other delivery mechanism. Assist with office events by coordinating with others, scheduling the conference rooms, and prepping the rooms based on needs. Stay abreast of the day-to-day operations and needs of the office. Independently review files to ensure that they are required to and ready to be scanned. Prepare files/records for scanning and placement into ECM. Prioritize work activities to meet required deadlines. Anticipate large volume work assignments and plan accordingly, or seek assistance. Checks voice mail system for overnight messages each day; transcribes and relays to staff in a timely manner. Serve as translator for Spanish speaking callers and visitors.

Minimum Qualifications

• Bilingual (Spanish) required.
• Knowledge of Freedom of Information Act (FOIA)
• Proficiency in using database management systems to include searching, downloading and uploading.
• Ability to prioritize and meet deadlines.
• A working knowledge of general office practices, procedures, and equipment
• Ability to use computers, and Microsoft Office
• Demonstrated knowledge, skills and abilities in interpersonal and public relations; including effective working relationships
• Ability to promote teamwork, showing respect to others, customer service, and the ability to work independently
• Skills with use of a multi-line telephone system
• Effective writing skills, particularly for drafting responses, reports or guidelines, are crucial for presenting information clearly and accurately

Additional Considerations

Familiarity with laws related to FOIA
Experience in training others on policies or procedures with ability to articulate FOIA processes and educate others within the organization

Closing at: January 17, 2025, at 11:55 p.m. EST