Administrative Assistant

Title: Administrative Assistant

State Role Title: Salary Non-Specified

Hiring Range: Commensurate with experience

Location: OES

Agency Website: www.vacourts.gov

Recruitment Type: General Public - G

Additional Detail

Job Duties

The Administrative Assistant provides comprehensive administrative support to the DJS Director with specific focus on assisting the Specialty Dockets Division (SDD) Manager and division members. This position is responsible for managing the SDD calendar, coordinating administrative tasks, maintaining communication channels, and assisting with other duties as assigned. The Administrative Assistant plays a vital role in ensuring the smooth operation of the division and facilitating effective communication and coordination among internal and external stakeholders.

The Administrative Assistant is also a key member of the Department of Judicial Services (DJS) administrative team, providing direct support to the Office Services Coordinator and Education Coordinator. This includes assisting with a variety of operational, logistical, and programmatic functions to ensure continuity of services and efficient departmental operations.

Essential Duties & Responsibilities

General Office Administration:

• Manage day-to-day office operations. This includes answering phone calls, taking messages, and responding to inquiries; handling incoming and outgoing mail; maintaining office supplies and shared office equipment.

Calendaring and Scheduling:

• Assist in managing the division manager's and department calendars by scheduling meetings, appointments, and events. Coordinate with internal staff, external stakeholders, and other departments to find suitable meeting times and locations.

Records Management:

• Maintain organized physical and electronic filing systems for departmental records and documents. Manage the division's SharePoint site and shared drives to ensure records are properly organized, accessible, retained, and archived in accordance with office procedures. Handle departmental correspondence and assist with the timely distribution, filing, and retrieval of records and related materials.

Generate and Compile Reports:

• Compile and generate regular reports for the division. Gather information from various sources, analyze data, and create accurate and comprehensive reports that provide insights into the department"s activities and achievements appropriate filing and archiving of documents.

Internet Presence and Organization:

• Maintain and update the division's internet presence, including the website and other online platforms. Ensure information is current, accurate, and easily accessible. May also assist in creating and managing online databases or resources.

Logistical and Technical Support:

• Provide logistical and technical support for both in-person and virtual meetings. Arrange meeting spaces, hotels, and audiovisual support and ensure smooth communication during virtual meetings. May also prepare presentation materials and manage online meeting platforms.

Departmental Representation:

• Represent the department both internally and externally. May attend meetings, conferences, or events on behalf of the department and provide updates or reports as necessary.

Coordinator Support:

• Assist the director as requested. This may include conducting research, preparing presentations, organizing meetings, or handling confidential information.

Travel:

• May be required to travel occasionally within Virginia for department activities. May include overnight stays for conferences, trainings, or other events. Makes travel arrangements, manages expenses, and ensures smooth logistics during travel.

Minimum Qualifications

The most competitive candidates will possess:

• High school diploma or equivalent required.
• Demonstrated experience providing administrative, office, or program support in a professional environment.
• Strong organizational and time-management skills with the ability to manage multiple assignments, prioritize competing deadlines, and work independently.
• Excellent customer service and interpersonal skills with the ability to communicate effectively by phone, email, and in person with internal and external stakeholders.
• Experience coordinating meetings, trainings, conferences, or special events, including scheduling, registration, logistics, lodging, meeting materials, and related support activities.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• Experience maintaining electronic records, shared drives, or document management systems.
• Ability to handle sensitive or confidential information with professionalism and discretion.
• Demonstrated attention to detail, reliability, flexibility, and ability to work collaboratively in a team environment.
• Ability to travel occasionally within Virginia, including occasional overnight travel for conferences, trainings, or departmental events.

Preferred Qualifications:

• Associate's or bachelor's degree in business administration, communications, public administration, education, or a related field.
• Experience supporting executive leadership, managers, or statewide programs in a government, judicial, educational, or public-sector environment.
• Experience using SharePoint, collaborative online workspaces, or website content management systems.
• Familiarity with graphic design or content creation tools such as Canva or similar software.
• Experience supporting virtual or hybrid meetings, including the use of online meeting platforms and audiovisual technology.
• Experience preparing reports, presentations, correspondence, or other professional materials.
• Knowledge of administrative practices related to records management, scheduling, travel coordination, or event planning.
• Experience working in a fast-paced environment requiring coordination across multiple divisions, programs, or stakeholders.

Special note: This position will work in the Richmond Office (100 N. 9th Street, Richmond, VA 23219) and remote work options are not available.

Contact Information

Email: Humanresources@VACourts.gov