Capital Square Services Administrative Assistant

Do you have experience with office procedures and records management?

Title: Capitol Square Services Administrative Assistant – WE062

State Role

Title:

Admin Office Specialist III

Hiring Range: $18.00 - $24.00 per hour

Pay Band: 3

Agency: Department of General Services

Location: Oliver Hill Building

Agency Website: (Use the "Apply for this Job" box below)..gov

Recruitment Type: General Public – G

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.

• 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.

This position will be located in Richmond, Virginia and must report on-site.

This position is hourly / wage and does not include benefits. All wage employees are limited to working no more than 29 hours per week on average
, with a maximum of 1500 hours, over a 12-month period. Work hours may vary based on agency needs and funding availability. Agency hours are between 8:15 AM and 5:00 PM Monday-Friday.

• 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 time frames.
• Ability to follow established workflows, routing rules, and escalation paths.
• Ability to maintain accuracy and attention to detail in all tasks.

• Virginia Contracting Associate (VCA) certification.
• Experience coordinating conference room scheduling.
• Experience with public procurement or purchase cards.
• Experience performing invoicing and billing.
• Experience with Cova Trax.
• Experience with eVA.

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire. DGS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

The selected candidate must pass a fingerprint-based criminal background check.

Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights.

The Virginia Department of General Services is an equal opportunity employer and a proud Virginia Values Veterans (V3) Certified employer. Individuals from minoritized groups, individuals with disabilities, veterans, and individuals with Ameri Corps, Peace Corps, and other national service experience are encouraged to apply.

From July 1, 2026, through January 21, 2029, applicants who were terminated from a position of employment with the federal government on or after January 1, 2025 due to a reduction in the federal budget or initiatives put in place by the federal Department of Government…