Construction Management Office Assistant - EC100 at Virginia Information Technologies Agency

Richmond, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Jul, 26

Salary

50000.0

Posted On

06 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data entry, Administrative support, Invoice management, Contract administration, Budget tracking, Procurement, Records management, SharePoint, eVA, Spreadsheet functions, Report preparation, Multitasking, Interpersonal skills, Communication, Construction administration, PowerBI

Industry

IT Services and IT Consulting

Description

Are you a Commonwealth employee with experience in data entry and administration? Are you able to apply specialized procedures and policies to meet customer needs and compliance requirements? Apply to be our Office Assistant for the Division of Construction Management! [https://publicstorage.dc4.pageuppeople.com/1125/ProviderAsset/e34b43e1-ebf5-447b-8c0d-5761e7fa6d93.jpg] Title: Construction Management Office Assistant - EC100 State Role Title: Admin & Office Specialist III Hiring Range: $40,000 - $50,000 Pay Band: 3 Agency: Department of General Services (DGS) Location: Richmond, VA Agency Website: www.dgs.virginia.gov [www.dgs.virginia.gov] Recruitment Type: State Only – E The Virginia Department of General Services, Division of Construction Management (DCM), is seeking an Office Assistant to assist with the daily activities of the project management, procurement, and administrative work. DCM manages all new construction and renovation projects for other state agencies. In this role, you will upkeep the DCM standard budget and expenditure tracking sheet, maintain workflow and office functions for the Director, and support Project Managers with multiple tasks. **This opportunity is ONLY open to CURRENT COMMONWEALTH EMPLOYEES. Applications that do not meet this requirement will not be considered.*** Job duties include, but are not limited to: * Recording all approved budgets, contract commitments, construction change orders, and invoices for each project in the DCM standard budget and expenditure tracking sheet. * Processing all invoices and receipts in eVA prior to submission to the DGS Fiscal Office, and handle all eVA purchase orders. * Upkeeping and annotating procurement files in accordance with DGS policy and procedures as contract actions are taken, such as eVA requisitions, contract modifications, and contract analyses. * Filing all contracts, change orders, invoices, meeting minutes, design drawings and all other project pertinent documentations in SharePoint. * Setting up and monitoring files for pending action items to ensure that the DCM Director meets deadlines established by the Division and Department. * Transcribing, typing, editing, and preparing documents for the DCM Director and other DCM staff. * Collecting data to calculate and prepare Office Reports. We’ve got great benefits! DGS offers excellent health benefits at affordable pricing, pre-tax spending accounts, paid life insurance, paid Short- and Long-Term Disability benefits, paid holidays, vacation, and other leave benefits, wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. Additionally, supplemental bus passes, ride share, or parking are available and DGS is a qualifying employer for the Public Service Loan Forgiveness Program [https://studentaid.gov/pslf/].  Minimum Requirements * Experience with administrative/office work, including electronic records management. * Experience working with contracts and their components. * Experience with invoice management. * Considerable experience with data entry, including advanced spreadsheet functions and experience using data to compile and print reports. * Demonstrated ability to gather data and apply specialized concepts, practices, procedures, and policies to meet customer needs and compliance requirements. * Ability to plan, organize and coordinate actions and activities between business staff, management, and vendors to successfully resolve contract disputes. * Ability to multitask, prioritize, and re-prioritize work as new tasks come in. * Ability to work independently and collaboratively with all levels of staff. * Ability to communicate effectively both orally and in writing. * Excellent interpersonal skills. Additional Considerations * Familiarity with the Construction & Professional Services Manual and associated forms. * Experience with construction administration. * Experience tracking project-based expenses. * Contract administration or public procurement experience. * Experience with eVA procurement. * Experience with PowerBI. Special Instructions **This opportunity is ONLY open to CURRENT COMMONWEALTH EMPLOYEES. Applications that do not meet this requirement will not be considered.*** The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. Please be sure that all of your relevant qualifications and considerations are specifically addressed in your submitted application. Online applications should be submitted via jobs.virginia.gov [http://jobs.virginia.gov/]. Fax, e-mail, or mail applications will not be accepted. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov [jobs@dgs.virginia.gov] or 804-786-3910. You will be provided a confirmation of receipt when your application has been successfully submitted. Applications will continue to be accepted until a suitable pool of candidates is received, but this position may be closed at any time after April 10, 2026. Please refer to the “Your Application” page in your account to check the status of your application for this position. Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance. Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. DGS 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. The selected candidate must also pass a fingerprint-based criminal background check. Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights. The Virginia Department of General Services is an equal opportunity employer and a proud Virginia Values Veterans (V3) Certified employer. Individuals from minoritized groups, individuals with disabilities, veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply. 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 [https://www.dars.virginia.gov/drs/cpid/PWContact.aspx] 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. Contact Information  Name: DGS Human Resources  Phone: 804-786-3910  Email: jobs@dgs.virginia.gov [jobs@dgs.virginia.gov]

Responsibilities

The Office Assistant will manage daily administrative tasks, including budget tracking, invoice processing, and procurement file maintenance for the Division of Construction Management. They will also support project managers and the Director by transcribing documents, monitoring deadlines, and preparing office reports.