Job Description

Title: Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $53,655 - $57,743

Pay Band: 3

Agency: Department of Juvenile Justice

Location: DJJ Training Academy

Agency Website: www.djj.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) is dedicated to protecting public safety by preparing court-involved youth to become successful, productive citizens. Through innovative programs, professional excellence, and meaningful partnerships, DJJ strengthens youth, families, and communities across the Commonwealth.

DJJ is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to join the team at the Virginia Public Safety Training Center (VPSTC) in Hanover, Virginia. This position plays a vital role in supporting daily operations by providing confidential, accurate, and professional administrative support to the Facility Operations Manager and operational staff. The successful candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and contribute to the efficient operation of one of the Commonwealth's premier public safety training facilities.

Job duties include, but are not limited to:
Provide comprehensive administrative support to the VPSTC Facility Operations Manager and operations staff.
Prepare, compile, analyze, and distribute monthly operational and management reports.
Maintain confidential personnel files, employee records, performance documentation, and other sensitive operational records.
Serve as the operations representative on multi-agency and multi-state platforms, ensuring timely communication and coordination.
Coordinate administrative processes, maintain calendars, schedule meetings, and support special projects and operational initiatives.
Serve as the primary resource for administrative information by responding to inquiries from staff, partner agencies, and members of the public with professionalism and discretion.
Assist with developing correspondence, reports, presentations, and other business documents while ensuring accuracy and attention to detail.
Serve as the backup Customer Relations Coordinator, helping deliver exceptional customer service and maintaining a positive experience for clients utilizing the training center.
Prioritize multiple assignments, meet competing deadlines, and work independently while supporting overall operational efficiency.
Foster strong working relationships through collaboration, effective communication, and a commitment to outstanding customer service.

Minimum Qualifications

Considerable knowledge of modern office administration practices, procedures, and business operations.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and other business software applications.
Strong skills in keyboarding, document preparation, spreadsheet management, database maintenance, and records management.
Experience handling confidential and sensitive information with professionalism and discretion.
Excellent written and verbal communication skills, including the ability to produce clear, accurate reports and professional correspondence.
Demonstrated ability to interpret and communicate policies and procedures.
Strong organizational, analytical, and problem-solving skills with the ability to prioritize multiple assignments and consistently meet deadlines.
Ability to work independently while collaborating effectively with staff, leadership, external agencies, and the public.
Exceptional attention to detail, including accuracy in spelling, grammar, punctuation, and data management.

Additional Considerations

High school diploma or equivalent supplemented by coursework or training in business administration, office management, communications, or a related field.
Progressive administrative support experience in a professional or governmental environment.
Experience with project coordination, records management, policy interpretation, and operational support.
Experience providing executive or management-level administrative support.
Experience supporting customer service operations or coordinating activities across multiple departments or agencies.

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.

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.

Lay off Policy 1.3: If you have been affected by DHRM Policy 1.3 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

DJJ Welcomes Veterans: DJJ is committed to hiring and retaining veterans. If applicable, please submit form DD-214 with your state application. Please include your name and the position number in which you are applying along with the DD-214.

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Status Updates/Confirmation: Once you submit your online application, you will instantly receive an application confirmation number. You may use this number to track the status of your application during the recruitment process. Please refer to your account for the status of your application. Updates will not be provided via telephone.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Equal Opportunity Employer: The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply.

Contact Information

Name: Elon Greene

Phone: email only

Email: elon.greene@djj.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.