Job Description

Title: Office Services Specialist (Wage)

State Role Title: Admin and Office Spec II

Hiring Range: $20.77 - $22.33

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 an Office Services Specialist to provide clerical and operational support to the Superintendent Senior. This role is critical in ensuring the efficient day-to-day management of the facility’s administrative offices. The incumbent must maintain strict confidentiality, exercise sound judgment in a high-security environment, and serve as a professional liaison between the Superintendent and facility staff, external agencies, and the public. This position is located within the Bon Air Juvenile Correctional Center.

Work Schedule: Monday through Thursday, 9 AM - 4 PM (1- hour lunch), Friday 9 AM - 3 PM (1-hour lunch), but needs to be flexible to meet the needs of the facility.

Essential Duties are not limited to:
The Administrative Assistant to the Superintendent serves as the operational backbone of the executive office, focusing on three core areas:

• Executive Support: Managing the Superintendent’s clerical needs, drafting official correspondence, and serving as the primary backup to the Executive Admin to ensure leadership continuity.
  
• Logistics & Procurement: Overseeing the facility's requisition process, managing vendor relationships, and maintaining office inventory to keep the administration running smoothly.
  
• Communication & Documentation: Acting as the first point of contact for inquiries (phone and in-person) and ensuring accurate record-keeping through professional meeting minutes and file management.
  

Core Responsibilities are not limited to:

• Clerical and Office Support
  
• Meeting & Calendar Coordination
  
• Vendor & Supply Chain Management
  
• Executive Support & Backup
  
• Strong communication and interpersonal skills for working with staff, officials, stakeholders, and the public.
  
• Ability to manage confidential information and prioritize tasks in a fast‑paced environment.

Minimum Qualifications

• Knowledge of standard office practices, procedures, equipment, and computer operations.
  
• Ability to perform a variety of administrative tasks, including correspondence, records management, and meeting minutes.
  
• Proficiency in Microsoft Office Suite and experience with procurement or database systems.
  
• Experience working as an administrative assistant in an office setting
  
• Experience handling confidential information
  

Additional Considerations

• Considerable experience in administrative or clerical roles; experience in legal, correctional, or government settings preferred.

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.