Administrative Services Coordinator

Title: Administrative Services Coordinator

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $55,000 - $60,000; Commensurate with Experience

Pay Band: 4

Agency: Department of the Treasury

Location: JAMES MONROE BUILDING

Agency Website: https://trs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Administrative Services Coordinator performs a central role in supporting 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. This position coordinates Freedom of Information Act (FOIA) requests, supports agency Continuity of Operations (COOP) planning, administers conflict-of-interest tracking requirements, coordinates agency record management, and prepares recurring and ad hoc reports and communications.

Working across divisions and with agency leadership, the Coordinator will help ensure required documentation, deadlines, and governance activities are completed accurately and on time. This position will also develop clear, professional materials for presentations, internal and external to the agency.

This opportunity is well suited for a highly organized, detail-oriented professional who can independently manage multiple priorities, exercise sound judgment, and communicate effectively with stakeholders throughout the agency and across state government.

Key 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 in accordance with applicable requirements.
• Coordinate agency COOP activities and required documentation, including committee meetings, plan updates, exercises, training, and readiness activities.
• Administer Conflict of Interest program requirements, including tracking required disclosures, submissions, training, and related deadlines.
• Collect, analyze, organize, and present information for recurring and ad hoc agency reports, leadership requests, and other management needs.
• Develop professional 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 applicable 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 other related duties and special projects that support agency operations, compliance, and reporting needs.
• Ability to work independently, exercise sound judgment, identify priorities, and follow assignments through to completion with minimal supervision.
• Role requires moving and bending to include lifting up to 50 pounds as needed for event preparation and deliveries throughout the agency.

Minimum Qualifications

The successful candidate will demonstrate the following knowledge, skills, and abilities:

• 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, with the ability to manage competing priorities and meet firm deadlines.
• High attention to detail and a demonstrated 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 Virginia Department of Emergency Management (VDEM) activations.
• Ability to interpret and apply regulatory or compliance requirements.

Additional Considerations

• 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.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

A résumé and cover letter are required to be submitted. Applications for this position must

be submitted electronically through this website.

This position has the ability to telework intermittently, subject to the position requirements. This position will be located in Richmond, Virginia, and must report on-site until the completion of an approved telework agreement is received.

All finalists are subject to a background investigation. The investigation may include: criminal checks; employment verification; verification of education; and other checks requested by the hiring authority.

Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms with their state application.

Mailed, emailed, faxed, or hand delivered applications and résumés will not be accepted.

This website will provide a confirmation of receipt when the application is submitted for consideration.

Please refer to your RMS account for the status of your application and this position.

The Virginia Department of the Treasury is an Equal Opportunity Employer.

Contact Information

Name: Lori Perez

Phone: 804-225-3247

Email: hr@trs.virginia.gov

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 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.