Office Services Specialist

Virginia Information Technologies Agency•Front Royal, VA

3d•$39,488 - $45,069•Onsite

About The Position

Are you organized, detail-oriented, and committed to providing outstanding customer service? We are seeking a dedicated individual to join our team. In this role, you will serve as a key point of contact for the public by responding to Freedom of Information Act (FOIA) requests in a timely and professional manner. You will identify and gather responsive records, prepare invoices, collect associated fees, and ensure requests are processed accurately and in accordance with applicable laws and policies. Success in this position requires exceptional customer service skills, strong organizational abilities, and the ability to work collaboratively with Environmental Health staff, the Business Office, and other departments. The ideal candidate is an effective communicator who can manage multiple priorities while maintaining confidentiality, accuracy, and attention to detail. Utilizing established policies and procedures, provides program and office support to a work unit including general office and administrative support. Characteristic duties may include: routine office and administrative responsibilities, scheduling meetings, data entry, routine transactions, preparing correspondence, maintaining records, ordering supplies, and answering questions regarding program services offered. The incumbent typically serves as the first point of contact for a program or work unit and directs inquiries to the appropriate office, division, or resource, and explains established procedures and practices. May be responsible for maintaining timesheets and entering time/leave taken into timekeeping/payroll system for assigned program area.

Requirements

Excellent customer service and interpersonal skills.
Strong organizational, time management, and problem-solving abilities.
Experience handling confidential or sensitive information with discretion.
Proficiency with Microsoft Office and database or records management systems.
Ability to work independently while contributing effectively as part of a team.
Knowledge of office and administrative principles and practices
Working knowledge of word processing and spreadsheet software applications
Ability to interpret and follow established procedures and guidelines
Ability to communicate effectively with internal and external customers, verbally and in writing
Considerable skill in the operation of standard office equipment

Nice To Haves

Experience in an office setting

Responsibilities

Receive, track, and respond to FOIA/public records requests.
Identify, gather, and organize responsive documents from multiple departments.
Prepare invoices, process payments, and maintain accurate financial records related to requests.
Provide exceptional customer service by communicating clearly and professionally with the public and internal stakeholders.
Collaborate closely with Environmental Health and Business Office staff to ensure timely and accurate request fulfillment.
Maintain detailed records and documentation of requests, responses, payments, and correspondence.
Ensure compliance with applicable public records laws, policies, and organizational procedures.
Perform related administrative duties as assigned.
Routine office and administrative responsibilities.
Scheduling meetings.
Data entry.
Routine transactions.
Preparing correspondence.
Maintaining records.
Ordering supplies.
Answering questions regarding program services offered.
Directing inquiries to the appropriate office, division, or resource.
Explaining established procedures and practices.
Maintaining timesheets and entering time/leave taken into timekeeping/payroll system for assigned program area.