Office Services Specialist

Title: Office Services Specialist

State Role Title: Administrative and Office Specialist II / 19012

Hiring Range: $15.75 per hour

Pay Band: 2

Agency: Virginia Employment Commission

Location: VEC CENTRAL OFFICE

Agency Website: https://www.vec.virginia.gov/

Recruitment Type: General Public - G

Job Duties

This is a non-exempt, hourly position without benefits, eligible to work up to 1,500 hours annually (May 1 - April 30).

Provide programmatic and administrative services to First Level Appeals, which ensures unemployment insurance (UI) claim appeals are processed in accordance with Department of Labor (DOL) and agency rules, regulations and standards. Receive appeal request; enter case information into VABS, an automated system; and prepare and distribute Notice of Appeal to appropriate parties (e.g., claimants, employers, witnesses, representatives, attorneys, and Appeal Examiner (AE). Prepare case file for AE and respective parties, based on appeal issue.

Receive schedule information for hearing; enter case information into VABS; and prepare and mail the notice of the notice of the appeal hearing to respective parties. Receive and process change requests (e.g., withdrawal; postponement; and rescheduling), follow protocol to process document, and notify respective parties. Respond to written and telephonic inquiries from various parties; serve as a liaison between AEs and other parties; answer basic appeal and program questions; and refer non-routine inquiries to appropriate staff. Provide administrative support (including file preparation; distribution and maintenance; production and mail distribution; customer service and call center requests; and, tracking and scheduling); maintain confidentiality; provide guidance and training to new staff; and ensure actions comply with program and confidentiality requirements

Minimum Qualifications

Knowledge of general office procedures, practices and equipment; telephone etiquette; standard English grammar and punctuation; and basic UI appeal processes.

Strong customer service, clerical and data entry, attention to detail, time management and organization skills.

Ability to communicate effectively, orally and in writing, with staff and external parties,

Work in high volume, fast paced environment; organize and prioritize work independently; use WORD or similar software to create correspondence; adhere to set time constraints and comply with program guidelines.

Follow directions and perform different administrative assignments, based on changing business needs; maintain confidentiality, scheduling and file documentation; and, collect, process and assemble information in a meaningful manner.

Additional Considerations

Experience working with UI programs, particularly related to the UI appeal process; and in a legal and fast-paced environment.

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.

Diversity and inclusivity are at the heart of what we do in Virginia, and the VEC is committed to upholding these values in our employment opportunities across the Commonwealth to people from all backgrounds, including all races, ethnicities, genders, and abilities.

The Virginia Employment Commission Is an Equal Opportunity Employer/Program, and a Virginia Values Veterans (V3) certified employer. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

The selected candidate must successfully pass a comprehensive background check including an FBI fingerprint background investigation.

Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed, or hand delivered applications and résumés will not be accepted.

Applications are not accepted after the recruitment closing date.

Please carefully review the details of this recruitment including the location of the position and the posted salary before applying. VEC does not provide relocation assistance, and no salary will be offered outside of the posted salary range / flat rate.

Consideration for an interview is based solely on the information within the application (and/or resume). You must ensure your application/resume includes the scope of your experience, knowledge, skills, and abilities as it relates to the position you are applying for. Information not stated will not be assumed.

This website will provide a confirmation of receipt when the application is submitted for consideration.

For the status of your application and this position, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via email or telephone.

Auxiliary Aids and Services are available upon request to individuals with disabilities.

Applicants needing accommodations should contact the Human Resource office for additional information.

The VEC does not provide sponsorship; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work in the US.

NOTICE: VEC will record information from each new employee's Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

Contact Information

Name: Human Resources / Recruitment

Phone: For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via phone.

Email: Careers@vec.virginia.gov for recruitment related questions.

Emailed applications, resumes, or cover letters will not be accepted. For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account.

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 Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability.

If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.