Capitol Square Services Administrative Assistant - WE062
About The Position
The Division of Capitol Square Services (DCSS) is seeking a detail-oriented Administrative Assistant to support DCSS business services by handling routine shared inbox tasks, maintaining tracker accuracy, managing SharePoint records, completing office operations checklists, coordinating conference room logistics within the shared operating model, providing backup coverage, managing facilities-related eVA purchasing, and preparing and delivering approved facilities invoice and billing packets with all required documentation. The Division of Capitol Square Services (DCSS) is a customer-focused organization whose primary function is to provide a quality environment for the approximately 75 state agencies that occupy the facilities overseen by DGS. DCSS provides its customers effective and timely operational, maintenance, and repair services, as well as manages capital outlay projects and provides professional services contracts for statewide public body use.
Requirements
- Experience with office procedures and records management.
- Experience with data entry, including maintaining accurate logs, trackers, and/or status records for multiple concurrent workflows.
- Excellent oral and written communication skills and interpersonal skills.
- Strong skills in the use of Microsoft Office Outlook, Excel, Word, Teams, SharePoint, or similar software.
- Ability to maintain confidentiality of procurement-related, tenant, and executive-adjacent information.
- Ability to manage multiple work assignments within established timeframes.
- Ability to follow established workflows, routing rules, and escalation paths.
- Ability to maintain accuracy and attention to detail in all tasks.
Nice To Haves
- Virginia Contracting Associate (VCA) certification.
- Experience coordinating conference room scheduling.
- Experience with public procurement or purchase cards.
- Experience performing invoicing and billing.
- Experience with CovaTrax.
- Experience with eVA.
Responsibilities
- Monitor the shared inbox during assigned times and provide routine triage, categorization, acknowledgment, and routing support.
- Prepare weekly aging reports that identify blocked items, owner pending work, customer pending work, packet approval stages, approved but not delivered packets, supervisor decision items, and completed but not closed actions.
- Enter facilities purchase requisitions in eVA and track the status of all requisitions and packets in the shared queue or approved tracker.
- Prepare packets, checklists, notes, meeting materials, and complete facilities invoice/billing packets required.
- Maintain routine records in SharePoint using approved naming conventions and folder structures, ensuring accuracy, completeness, and proper version control.
- Provide routine scheduling, records, and meeting-logistics support under the shared daily operating model.
Benefits
- This position is hourly / wage and does not include benefits.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
