Administrative Services Coordinator
About The Position
The Administrative Services Coordinator supports the State Treasurer, Deputy State Treasurer, and Administrative Services team while facilitating the Virginia Department of the Treasury’s regulatory compliance, governance, reporting, and executive support functions. The role coordinates Freedom of Information Act (FOIA) requests, supports agency Continuity of Operations (COOP) planning, administers conflict-of-interest tracking requirements, coordinates agency records management, and prepares recurring and ad hoc reports and communications. Working across divisions and with agency leadership, the Coordinator helps ensure documentation, deadlines, and governance activities are completed accurately and on time. The position develops clear, professional materials for presentations and communications both inside and outside the agency. It is suited to an organized, detail-oriented professional who can manage multiple priorities independently, exercise sound judgment, and communicate effectively with agency and state-government stakeholders.
Requirements
- Demonstrated analytical and reporting skills, including the ability to collect, validate, interpret, organize, and clearly present information.
- Excellent written and verbal communication skills, including experience preparing professional reports, correspondence, presentations, or briefing materials.
- Demonstrated ability to coordinate committees, projects, or multi-step initiatives involving multiple stakeholders.
- Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, and Outlook.
- Exceptional organizational and time-management skills, including the ability to manage competing priorities and meet firm deadlines.
- High attention to detail and commitment to accuracy, consistency, and quality.
- Ability to handle confidential or sensitive information with discretion, professionalism, and integrity.
- Availability to occasionally attend meetings or respond to agency needs outside standard business hours, including emergencies, exercises, or VDEM activations.
- Ability to interpret and apply regulatory or compliance requirements.
- Ability to move and bend, including lifting up to 50 pounds as needed.
Nice To Haves
- Coursework or training in business administration, public administration, policy administration, communications, emergency management, or a related field, or an equivalent combination of training and experience.
- Experience working in Virginia state government or another public-sector environment.
- Knowledge of FOIA administration, COOP/emergency preparedness, regulatory reporting, records management, or conflict-of-interest programs.
Responsibilities
- Provide confidential and responsive administrative support to the State Treasurer, Deputy State Treasurer, and Administrative Services team.
- Coordinate and manage agency FOIA requests, including intake, tracking, internal coordination, and deadline monitoring.
- Coordinate agency COOP activities and documentation, including committee meetings, plan updates, exercises, training, and readiness activities.
- Administer Conflict of Interest program requirements, including tracking disclosures, submissions, training, and related deadlines.
- Collect, analyze, organize, and present information for recurring and ad hoc agency reports, leadership requests, and management needs.
- Develop presentations, reports, correspondence, briefing materials, and internal or external communications in collaboration with leadership and program staff.
- Maintain organized and accurate program records in accordance with records-retention and information-management requirements.
- Coordinate cross-divisional committees and projects; document action items, responsibilities, and follow-up activities.
- Coordinate scheduling and administrative tracking for the agency vehicle.
- Perform related duties and special projects that support agency operations, compliance, and reporting needs.
- Work independently, exercise sound judgment, identify priorities, and complete assignments with minimal supervision.
- Move and bend, including lifting up to 50 pounds as needed for event preparation and deliveries throughout the agency.
- Occasionally attend meetings or respond to agency needs outside standard business hours, including emergencies, exercises, or VDEM activations.
- Interpret and apply regulatory or compliance requirements.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
