Job Description

Title: Office Services Specialist (Receptionist) - Readvertisement

State Role Title: Admin and Office Spec II

Hiring Range: $43,218 - $46,466

Pay Band: 2

Agency: Department of Juvenile Justice

Location: Bon Air JCC

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

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) protects the public by preparing court-involved youth to be successful citizens. DJJ is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening
both families and communities within the Commonwealth.

We are hiring for an Office Services Specialists (OSS) receptionist to provide administrative support for the General Administration Coordinator. Receives and transfers telephone calls to the appropriate personnel, location, or department. Receives, screens, and distributes mail for the facility. Act as a gatekeeper for the administrative office area to ensure only authorized persons are present. Effectively adheres to procurement and contracting procedures to include appropriate use of small purchase credit card and travel expense cards (Amex); completes and submits travel vouchers in a timely manner in accordance with regulations for reimbursement. Process certified mailings including completing forms, labeling envelopes, copying documentation for files, and physically taking it to the post office to be processed. The OSS must possess working knowledge of standard office practices, procedures, and techniques. Considerable knowledge of customer interactive skills, phone etiquette, and excellent verbal and written communication.

Work schedule: 8:00am - 5:00pm, Monday - Friday (off on weekends and state holidays)

This position is located in the Bon Air Juvenile Correctional Center and is subject to daily
searches when entering the secured facility

Core Responsibilities are not limited to:

• Interpret and follow instructions, procedures, and regulations.
• Work in a fast-paced environment with changing expectations.
• Use computer software applications used in a business setting to include Word, Teams, Outlook, SharePoint, graphics, desktop publishing, spreadsheet applications, and database management.
• Communicating information clearly and concisely in writing is important.
• Accuracy in data entry, document preparation, and other tasks is crucial.
• Manage multiple tasks, set priorities, and stay organized is essential.
• Identify and resolve issues that arise in the office environment.
• Maintaining a professional demeanor and representing the company positively.
• Understanding and interpreting written information is necessary.

Essential Skills are not limited to:

• Ability to use hands and fingers to operate a computer, keyboard, and other office equipment is essential.
• Close vision is required for computer work and reading documents.
• Ability to stand, sit, talk, hear, reach, stoop, and kneel may be required depending on the specific tasks.
• Ability to learn new software, procedures, and technologies.
• Accuracy and speed in entering and processing data are important.
• Ability to maintain focus on tasks, even when faced with interruptions.
• The ability to make sound judgments and decisions within the scope of the role.
• The ability to understand and follow instructions accurately.
• The ability to manage multiple tasks and responsibilities simultaneously.
• Prioritize tasks and complete them within deadlines.
• Communicate effectively with colleagues, supervisors, and external contacts.
• Work effectively with others and build positive relationships.
• Handle stressful situations and maintain composure.
• Understanding and responding to the needs and emotions of others.

Minimum Qualifications

• Experience working a business setting utilizing Google Suites or Microsoft Products
• Experience constructing spreadsheets and/or using database management systems
• Customer service experience
• Experience working with information that is confidential and sensitive in nature
• Demonstrates ability the deliver a presentation to an audience
• Experience creating and maintaining systems of organization.

Additional Considerations

• Experience working in a correctional 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.

Application Process:
Individuals desiring to be considered for this position must submit a completed employment application or you may attach a resume before the position’s closing date. Applications received after the closing date will not be considered. Applications sent through postal mail, email, or fax will not be considered.

Applicants are encouraged to be specific regarding job-related knowledge, skills, and abilities.
You will be provided an email 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. Status updates will not be provided via telephone or email.

Background & Pre-employment Screenings:
Selected applicants are subject to a background investigation and pre-employment drug screen. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (if required and relevant to employment); credit checks; and other checks based on the position.

Pre-employment medical screenings are required for some DJJ positions.

Reference Check: At least two references' names and contact information will be required from all finalists who advance in the selection process.

Driver License: A valid driver’s license is required of DJJ employees to operate a state-owned or leased vehicle.

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.

Lay off Policy 1.3:
If you have been impacted by the DHRM Policy 1.3 layoff and have a valid Interagency Placement Screening Form (Yellow Card) or Preferential Hiring Form (Blue Card), it is necessary to submit the card before the closing date for this position. You can include the Card as an attachment with your state application.

DJJ Welcomes Veterans:
DJJ is committed to recruiting, hiring, and retaining qualified Veterans and their spouses. Veterans who are hired into state positions may be eligible to receive additional leave accruals based on their total years of service in the military, National Guard, or Reserve. If applicable, please submit form DD-214 with your state application.

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Reasonable Accommodations: 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. It is our goal to foster a culture that demonstrates the principles of civility, diversity, opportunity, and inclusion.

Contact Information

Name: DJJ Talent Acquisition Team

Phone: Please email your questions to Porsha.Lewis@djj.virginia.gov

Email: Porsha.Lewis@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.