Title: Administrative Assistant

State Role Title: Administrative and Office Specialist III

Hiring Range: $41k - $50k

Pay Band: 3

Agency: Dept of Housing & Community Development

Location: Main Street Centre

Agency Website: dhcd.virginia.gov

Recruitment Type: General Public - G

Job Duties

Are you looking for an opportunity to provide administrative support and excellent customer service to a team of professionals committed to providing targeted assistance to communities? If so, this position is for you! The Virginia Department of Housing and Community Development (DHCD) seeks a knowledgeable and driven individual to serve in the role of Administrative Assistant for the Department of Housing and Community Development.

The Administrative Assistant will provide administrative services, exceptional customer service and support to the Community Development and Housing Division professional staff. Under the direction of the Administrative Services Manager, the selected individual will ensure that administrative functions, office management, logistical arrangements, and fiscal and procurement activities are carried out to facilitate the effective implementation of the agency’s various community development programs and services. The ideal candidate will have previous experience as an assistant to an executive-level director, performing professional office support duties, workflow analyses, policy interpretation and application, document management and drafting correspondence. The Administrative Assistant is responsible for maintaining systems that support the Division including correspondence and financial management and ensuring timely processing of transactions. The selected individual will also provide professional and administrative support by reviewing, drafting, summarizing, prioritizing, and expediting daily issues.

The Virginia Department of Housing and Community Development (DHCD) is committed to creating safe, affordable, and prosperous communities to live, work and do business in Virginia.

Minimum Qualifications

• Working knowledge of administrative support functions, organizing and maintaining files, managing shared file directories and assisting with document preparation (including formatting, editing, and proofreading).
• Experience maintaining administrative duties to include handling of office equipment and supplies, handling incoming and outgoing mail distribution, scheduling calendar appointments, scheduling meeting rooms and making travel arrangements for executive-level staff.
• Skilled in using a PC and Microsoft Office Suite including Word, Excel, PowerPoint, Outlook Calendar and Teams.
• Ability to draft memorandums, handle multiple priorities, meet deadlines and answer phone inquiries.
• Excellent communication skills, both orally and in writing, with strong attention to detail.
• Experience using technology to manage workload effectively.

Additional Considerations

• Knowledge of state government fiscal processes is helpful.
• Experience in making logistical arrangements.

Special Instructions

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

DHCD only accepts online applications. Faxed, emailed, and mailed applications will not be accepted for consideration. For consideration, a completed application or an application with an attached completed resume must be received online by 11:55pm on the "Job Close Date".

Employment is contingent upon satisfactory results of a state and federal criminal history background check, employment reference check and E-Verify. Other financial, credit, driving, or other background checks prior to employment may be required for certain positions.

Equal Opportunity Employer: It is the policy of the Commonwealth and DHCD 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.

State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If accommodations are needed with the application and/or interview process, please contact the Human Resources Office at recruitment1@dhcd.virginia.gov.

Contact Information

Name: Human Resources

Phone: hr@dhcd.virginia.gov

Email: hr@dhcd.virginia.gov

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 800-552-5019.

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.