Office Services Specialist

Title: Office Services Specialist DSP03598

State Role Title: Admin and Office Spec II

Hiring Range: Negotiable and commensurate with experience.

Pay Band: 2

Agency: Department of State Police

Location: North Chesterfield, Virginia

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

About the Position:

OPTIONAL:

Applicants hired into this position who are not currently VA state government employees are eligible for a $5,000 sign-on bonus upon hire with signature of a 12-month agreement.

Applicants hired into this position who are currently working for VA state government are eligible for a $5,000 retention bonus after 10 months of successful service with signature of an agreement for an additional 12-months of service.

Classified Applicants hired into this position who are already working in VSP’s Firearms Transaction Center (Dept 041000), or Dispatcher function are not eligible for either a sign-on bonus upon hire or a retention bonus after 10 months.

The Virginia State Police is seeking to hire an Office Services Specialist in our Criminal Justice Information Services Division at State Police Headquarters in North Chesterfield, Virginia. The successful candidate will perform administrative and clerical support work to the Firearms Transaction Center (FTC) by receiving and responding to incoming calls from gun dealers, consumers, law enforcement, and other professional representatives via an 800-telephone line; create, update, and maintain dealer and seller accounts as needed and performs a mix of various types of data entry relating to gun purchase, denials, and revocations; and scan, prepare, and maintain physical and electronic files in accordance with records retention policies and assists with a wide variety of tasks in support of the FTC including ensuring and maintaining the section’s inventory of equipment and supplies.

About the Agency:

We are seeking to expand our diverse team of change makers and innovators. As a member of the VSP family, you would make a difference by serving every city, county, town, resident, and visitor of the Commonwealth through supporting our vast public safety mission. Challenge yourself to make a difference today by applying for a career with VSP!

VSP embraces inclusion and diversity in our workforce and in the protection of all people. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become a best-in-class state government agency. We are firmly committed to our family-like culture and are seeking to expand our team.

Minimum Qualifications

• Working knowledge of office practices and procedures; of proper grammar usage, spelling, punctuation, and basic mathematics; of physical and electronic filing systems; of automated office equipment; and of computer formatted functions.
• Skill in the use of desktop computers and using Microsoft Office applications to include Word, Excel and PowerPoint, and databases for the purposes of typing, data entry, applications for drafting and/or producing various documents; and in operating standard office equipment including copy machines, fax machines, printers, and scanners.
• Demonstrated ability to provide effective and courteous customer service; to deal tactfully and patiently with members of the public; to receive and transfer calls; to enter data in various computer systems/applications; to communicate effectively in English orally and in writing; to set up and maintain files using a variety of filing mediums and systems; to follow written and oral instructions, policies, and procedures, pay close attention to detail; to work independently and as a member of a team; to perform receptionist duties as needed; to adapt to fast paced or varying work environments; and to establish and maintain effective working relationships with a diverse population of internal and external contacts, law enforcement and government agency representatives, licensed firearms dealers, and the general public.
• Previous administrative and/or clerical experience that includes telephone etiquette, data entry, and document preparation using proper grammar, spelling, and punctuation required.
• High School Diploma or GED equivalent.
• Must be eligible to become Virginia Criminal Information Network (VCIN) certified which requires either United States citizenship or a lawful permanent resident of the United States and eligible for naturalization.

Additional Considerations

N/A

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.

Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s), to include pre-employment testing, a presentation and/or a work sample, if applicable; salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable. The anticipated duration of the pre-employment process is determined by the successful completion of the above items.

Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at https://jobs.virginia.gov and must be received by 11:55 P. M. on January 24, 2025. Please limit resumes to four pages and cover letters to one page. Any additional attachments received in excess of this will not be considered.

PageUp provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully. Please refer to your PageUp account to check the status of your application for this position. For questions, please contact the Employment Unit of the Human Resources Division at civilianemployment@vsp.virginia.gov.

The Department of State Police is an Equal Opportunity Employer. Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual’s race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation, or any other categories protected by applicable federal, state, or local laws.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST

(V)alor (S)ervice (P)ride

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.