Administrative Staff Assistant

Administration Staff Assistant

Position #80601

Salary: $43,400 - $56,300

Location: Onsite Virginia ABC Authority Headquarters, Mechanicsville, VA

This is not a remote position. This position is onsite at Virginia ABC Headquarters in Mechanicsville.

Join A Team Crafted of Virginia's Top Shelf Talent! The Virginia Alcoholic Beverage Control's Bureau of Law Enforcement is seeking an Administrative Staff Assistant. This position manages administrative functions and projects for the Bureau of Law Enforcement Operations.

The Administrative Staff Assistant manages and administers assignments to assist agency executive leadership, including the Board, COO and Chief of Enforcement in achieving agency and bureau missions, goals and objectives through implemented plans, policies and procedures. This position also supports the bureau's effort to recruit, screen and hire new applicants for the position of Virginia ABC special agent.

Our Mission

To strengthen the Commonwealth through public safety,

education and revenue derived from the responsible regulation and sale of

alcoholic beverages.

Our Vision

To bring good spirits and excellent service to Virginia.

Our Values

Accountability

• Service

• Integrity

• Performance Excellence

We offer:

• Excellent work/life balance.

• Average work week is 40 hours.

• 14 paid Holidays and PTO earned every 2 weeks worked.

• Affordable Healthcare with employer contributions; See benefits package.

• Virginia Retirement System VRS benefits.

• College Tuition Reimbursement program.

Authority employees are covered under the Commonwealth's benefits package and VRS. However, authority employees are exempt from the Virginia Personnel Act and the Virginia Public Procurement Act. To find out more about Virginia ABC visit our website: https://www.abc.virginia.gov/about/agency-overview.

Areas of Responsibility:

Administrative Support

• Maintains strict confidentiality of daily operations as well as employee and/or agency information.

• Preparation and distribution of agency materials including correspondence, legislative items, reports, etc. Confer with state officials for proper protocol.

• Assist staff with agency policies and procedures.

• Compose written correspondence within given timeframes of each assignment.

• Responds to agency related e-mails.

• Compose/review incoming and outgoing correspondence and documents.

• Answers assigned telephones and routes or handles appropriately.

• Edits and proofreads documents with extreme accuracy.

• Addresses and announces all visitors immediately upon arrival.

• Interacts with internal and external customers in a professional manner.

• Primary responsibility for: Direct administrative support to the Chief of Enforcement. Compiling and submitting agency weekly report to the Board and Secretary's office.

• Any other duties as assigned by the Chief. Properly processes travel requests and reimbursements.

• Routes materials for appropriate signature and approval in a timely fashion.

Office Organization and Maintenance

• Assists in maintaining accurate and updated files to contain internal and external correspondence, including letters, memos, e-mails, faxes.

• Assists in ordering supplies for the Board and Chief as needed.

• Calls for maintenance of office equipment as needed. Any other duties as assigned by the Chief.

Records Management

• Maintain all training records for sworn personnel throughout the bureau including training requests, lesson plans, curriculums, rosters, evaluation forms and firearms scores.

• Coordinate with Central Virginia Criminal Justice Academy for new agent training.

• Organize and create background files for all new applicants for special agent.

• Maintain personnel and Internal Affairs files for all sworn bureau personnel

Purchasing

• SPCC account holder; maintain needed supplies and make travel arrangements

• Pay miscellaneous bills and invoices for Enforcement division

• Track all purchases made with SPCC card through BOA and eVA procedures

Qualifications:

• Knowledge of office, agency, and state government practices and procedures, policies, guidelines and responsibilities and general knowledge of agency operations.

• Proficient in using a variety of computer systems including a PC with word processing and spreadsheet software and other applicable software.

• Excellent verbal and written communication skills (including grammar, spelling and punctuation), interpersonal skills, and organizational skills.

• Demonstrated ability to perform a wide variety of complex programs and operational support duties.

• Demonstrated ability to independently compose correspondence.

• Ability to exercise independent judgment.

• Ability to handle matters of high confidentiality.

• Technical and administrative skills in problem solving.

• Ability to communicate verbally, which may include high stress situations.

• Ability to effectively engage in customer relations activities.

• Ability to handle multiple projects and prioritize work.

Preferred Qualifications:

• High school diploma or equivalent - required, Bachelor's Degree or Associate's Degree preferred.

• Previous experience supporting a high-level official or executive

.

The Virginia Alcoholic Beverage Control Authority does not provide sponsorship. We are an equal opportunity employer without regard to sex, race, color, religion, national origin, age, sexual orientation, political affiliation, veteran status or disability. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply. ABC will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application and/or interview process. The selected candidate must pass a criminal background check.

VA ABC is a Military-Friendly Employer, is V3 Certified, and embraces Diversity, Equity, and Inclusion

For full consideration, all applicants must fully complete all sections of the online application. A resume will not substitute for an incomplete application.

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) Know Your Rights Poster ; and Employee Polygraph Protection Act (EPPA)

We are an equal opportunity employer without regard to sex, race, color, religion, national origin, age, sexual orientation, political affiliation, veteran status, or disability. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

ABC will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application and/or interview process.

All employment offers are contingent upon compliance with Form I-9 completion timeliness and confirmation of employment authorization by E-Verify and criminal history record checks are required prior to employment.

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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: DARS or call DARS at 800- 552-5019