Administrative Specialist

Administrative Specialist

Title:

Administrative Specialist

State Role

Title:

Admin and Office Spec III

Hiring Range: $26.00 - $30.00/hourly

Pay Band: UG

Agency:
Dept Conservation & Recreation

Location:

MAIN STREET CENTRE

The Virginia Department of Conservation and Recreation (DCR) is the state's lead conservation agency, providing access for outdoor recreation, strengthening communities' flood resilience, and protecting what Virginians care about: clean water, parks, natural habitat and open space. Serving a diverse commonwealth rich in nature and culture, the Virginia Department of Conservation and Recreation touches all Virginians' lives. Wage/seasonal positions are not eligible for Commonwealth of Virginia benefits (health care, paid leave, etc.)

and are limited to 1,500 hours from May 1 to April 30. DCR provides the opportunity for wage employees to participate in tax-deferred compensation programs, supplemental disability insurance, and supplemental retirement accounts made available through the Commonwealth's provider network at the employee's expense.

• Process purchase requests in eVA or agency systems in accordance with Commonwealth procurement policies.
• Prepare and track purchase orders, requisitions, and vendor documentation.
• Maintain procurement logs, ensuring accuracy of order details, quantities, and delivery status.
• Coordinate with vendors and staff to resolve order discrepancies, delays, or missing items.
• Ensure required documentation (i.e. quotes, approvals, receipts) is complete and properly filed.
• Assist with Small Purchase Charge Card (SPCC) transaction documentation and reconciliation support.
• Responsible for the end-to-end communication lifecycle for procurement requests and travel reimbursements, ensuring 100% policy compliance.

• Coordinate employee travel arrangements in compliance with state travel regulations.
• Process travel authorization and reimbursement requests in Cardinal or applicable systems.
• Review travel documentation for completeness, accuracy, and policy compliance.
• Track travel reimbursement requests to ensure timely processing.
• Communicate with staff to resolve discrepancies or missing documentation.
• Maintain organized travel files to support audit and reconciliation processes.

• Maintain organized electronic and/or physical files for procurement and travel transactions.
• Ensure all records are audit-ready and aligned with DCR and state retention policies.
• Assist in gathering documentation for monthly reconciliation and financial review processes.
• Support tracking of expenditures and documentation for operational budgets as assigned.

• Serve as a point of contact for division staff regarding procurement and travel procedures.
• Provide guidance to division staff regarding required forms, documentation, and submission timelines related to basic procurement and travel paperwork.
• Assist in resolving routine issues and escalating complex matters to the Administrative Coordinator.
• Provide concise, structured, and low-touch weekly status reports to the supervisor, flagging only critical exceptions that require formal sign-off.
• Enforce strict compliance guidelines with empathy and patience, maintaining strong professional relationships across all staff levels.

• Assist with general administrative tasks supporting division operations as needed.
• Support data entry, reporting, and tracking related to procurement and travel activities.
• Participate in process improvements to enhance efficiency and compliance.

• Experience providing administrative support in an office environment, involving procurement, finance, and/or travel processing.
• Working knowledge of Virginia procurement and travel policies, procedures, and compliance requirements, including practical experience applying and operating under the CAPP Manual.
• Experience processing travel reimbursements and procurement transactions accurately and maintaining detailed, organized records.
• Experience maintaining financial, procurement, or audit-related…