Executive Assistant (Div. of Child Support) - #W0849

Title: Executive Assistant (Div. of Child Support) - #W0849

State Role Title: General Administration Supv II/Coord II

Hiring Range: $69,603 - $74,462 salary commensurate w/exp.

Pay Band: 5

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas, and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning, and cultivating environments of trust, respect, and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginia’s most vulnerable citizens have easy access to the services and benefits available to them.

The Virginia Department of Social Services (VDSS) engages families for success. Its Division of Child Support Enforcement (DCSE) manages nearly 251,000 cases to ensure that child support payments of $590 million per year reach families across the Commonwealth. Virginia’s children need both financial and family support to grow and thrive. Children with actively involved parents perform better in school, have high self-confidence, and generally achieve greater success in life. DCSE’s mission is to promote strong, self-reliant families by delivering child support enforcement services, as provided by law, through the location of noncustodial parents, establishment of orders, enforcement of orders, collection of child support, and distribution of child support.

The Executive Assistant is a professional level position that provides complex, detailed, executive-level administrative support and strategic management support to the State Programs Deputy Commissioner, DCSE Division Director, operational directors and their direct reports. This position reports directly to the Manager of Intergovernmental & Financial Response. The incumbent of this position leads and coordinates multiple administrative and operational functions and projects, as well as work with state and federal agencies. Prioritizes, delegates, and tracks internal assignments from DCSE leadership to ensure the efficient operation of work within the division and with key administrative functions across the agency. Serves as confidential liaison between executive leaders and internal and external partners, customers, and employees. Independently researches and drafts responses to inquiries from high-level government officials, legislative staff, customers and state/federal agencies. Provides trustworthy, professional responses to sensitive and confidential communications while exercising discretion and diplomacy. Manages the review, reporting and submission of documents and reports related to key administrative matters (finance, human resources, planning, audit and evaluation). Coordinates calendars, travel, room and board, and other logistical arrangements. Provides leadership to administrative staff, projects and assignments, and establishes accountability to include providing direct support to the division director, operational directors, home office manager and office staff.

Minimum Qualifications

Substantial working knowledge of administrative functions, operations, and processes, to include relevant policies, procedures and guidelines related to finance, procurement/budget, travel, and human resources.

Demonstrated ability to coordinate, prioritize, and manage the workflow of others, lead teams or projects, and coach, mentor, and train administrative staff.

Substantial work experience drafting, editing, and preparing correspondence and meeting minutes, spreadsheets, and power point presentations for completeness, format, grammar and spelling.

Skill in communicating both orally and in writing with internal and external stakeholders.

Demonstrated ability to work independently, including exercising sound judgment and maintaining complete discretion in dealing with highly confidential and sensitive matters.

Substantial demonstrated ability to coordinate with executive leaders to plan, manage, monitor, and direct multiple projects or assignments; coordinate events, office functions, and travel plans, meetings and schedules; and to execute the completion of tasks across the agency.

Demonstrated ability to prepare spreadsheets and compile, analyze statistical reports and formulate recommendations.

Skill in the use of Microsoft 365 applications to include but not limited to Word, Excel, PowerPoint and Teams.

Additional Considerations

Considerable working knowledge of Commonwealth of Virginia administrative functions, operations, and processes, to include relevant procedures and guidelines related to finance, procurement/budget, travel, and human resources.

Considerable experience leading administrative staff, including coaching, mentoring, and training.

Considerable experience with eVA, FAAS, Cardinal, Small Purchase Card.

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.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (RMS) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide a confirmation of receipt when the application is submitted for consideration. Please refer to your RMS account for the status of your application and this position.

VDSS values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

Virginia Department of Social Services does not provide sponsorship. The Virginia Department of Social Services is an Equal Opportunity Employer and encourages diversity within its workforce.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application or resume. Minorities, Individuals with disabilities, Veterans and people with National Service experience are encouraged to apply. For more information about our employment practices, please visit our “Vision, Mission and Strategic Plan”. Multiple positions may be filled from this recruitment within 90 days of the closing date.

In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching – Employee Benefits.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (RMS) employment site when you apply.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS 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.

This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy on a case by case basis.

Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Contact Information

Name: VDSS – Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.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.