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Administrative and Office Specialist III

2 months ago

Hales, Norfolk, United Kingdom Commonwealth of Virginia Full time

Job Summary:

The Commonwealth of Virginia is seeking an experienced Administrative and Office Specialist III to provide administrative assistance and program support to the Office of Financial Services and the Director of External Financial Funds.

Key Responsibilities:

  • Provide administrative support to the Office of Financial Services and the Director of External Financial Funds, including answering phones, greeting visitors, and coordinating meetings and resources.
  • Distribute mail, invoices, and reports, and maintain files and records.
  • Purchase supplies for the department and enter purchase orders for the Finance department.
  • Prepare reports and correspondence, and review checks prior to mailing.
  • Record remittances and provide budgetary approval and monitoring of District Office professional development funds.
  • Maintain the department's compliance with Records and Retention schedules and regulations.

Requirements:

  • Demonstrated skills in using Microsoft Office Suite products, including Word, PowerPoint, Excel, and Adobe.
  • Skilled in Oracle/PeopleSoft Financial software and eVA/Procurement software.
  • Ability to use effective customer service and project management techniques.
  • Ability to prioritize work, adapt to rapidly changing priorities, and meet deadlines with little or no supervision.
  • Ability to communicate effectively in a professional manner with a diverse public and to handle complex situations under pressure.
  • Ability to interpret and apply policies and procedures in daily activities.
  • Ability to organize, key, edit, and accurately proof large documents.
  • Ability to communicate effectively orally and in writing in a professional manner.
  • Ability to extract data from one or multiple systems and prepare reports.
  • Capable of following directions in order to carry out key tasks and willingness to ask for clarification.
  • Experience working with the public.

Preferred Qualifications:

  • Proven experience providing administrative support in an executive environment.
  • Experience providing administrative support in higher education.
  • Experience in a State or Government Agency purchasing office.