Administrative Support Specialist

Title: Administrative Support Specialist

State Role Title: Admin and Office Spec III

Hiring Range: $46,744 to $58,000 commensurate with experience

Pay Band: 3

Agency: Dept of Health Professions

Location: Dept of Health Professions

Agency Website: www.dhp.virginia.gov

Recruitment Type: General Public - G

Job Duties

Are you a highly detail oriented and analytical professional with a passion for public service and safety? Do you have exceptional communication and critical thinking skills with an adept ability to navigate multiple electronic systems and file types? Do you want to bring your experience and expertise in records management to an agency whose mission is to ensure safe and competent patient care by licensing health professionals, enforcing standards of practice, and providing information to health care practitioners and the public? If yes, the Administrative Support Specialist in the Virginia Board of Pharmacy is the position for you!

The Administrative Support Specialist position monitors drug diversion by reviewing notifications submitted by licensees regarding the theft or loss of controlled substances, communicates with licensees to ensure receipt of all required information related to their preliminary investigation of the drug loss, implements a process to identify trends, and independently determines when a disciplinary case should be opened to further investigate possible violations of law related to the theft or loss of controlled substances. Independently reviews legal documents associated with disciplinary cases to determine applicable record retention requirements, identifies and purges documents not required to be maintained, merges electronic files, and electronically relocates final documents in compliance with record retention requirements using multiple electronic platforms.

This position may be considered for telework for up to 2 days a week after successful completion training. Approval to telework is at the discretion of the supervisor and is not guaranteed.

Minimum Qualifications

• Considerable knowledge of office procedures and practices, including proficiency with converting Word documents to PDFs, merging electronic documents, and use of electronic file management systems.
• Demonstrated ability to independently review documents to determine appropriate record retention requirements and accurately maintain electronic records.
• Demonstrated ability to develop a tracking mechanism to identify trends and independently determine when escalated action is warranted based on findings.
• Demonstrated ability to organize work and accomplish duties in a timely manner.
• Effective oral and written communication skills, including the ability to draft routine correspondence, and review detailed documents for accuracy.
• Demonstrated ability to problem solve issues and research relevant documentation to ensure quality service.

Additional Considerations

Experience in a legal or regulatory environment.

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.

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.

DHP accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history and duties/responsibilities which demonstrate your qualifications for this position. Please be as detailed as possible in your application. Assumptions will not be made regarding your experience.

Supplemental Questions:

You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration. Answers should be reflected in jobs and positions held. Statements such as "see resume", "see above", and the like will not be accepted.

• As an employee of this agency, you are required to review and sign the Department"s Confidentiality Statement, which will be retained in your personnel file.
• As an employee of this agency, you are required to review and sign the Agency"s Code of Ethics, which will be retained in your personnel file.
• As an employee of this agency, you are required to successfully complete computer systems security training prescribed by this agency and in accordance with the Virginia Information Technologies Agency (VITA). Successful completion of initial training and any subsequent updates is a condition of employment."
• A criminal background check is required for this position.

Contact Information

Name: Human Resources

Phone: 000-000-0000

Email: recruitment@dhp.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.