Job Duties
This position provides critical administrative and programmatic support to the Shellfish Management Division, with primary responsibility for the Oyster Ground Leasing Program. Key duties include handling the intake, tracking, and processing of lease applications, transfers, renewals, and billing, while ensuring accuracy, regulatory compliance, and timely communication with leaseholders and stakeholders.
The role also supports survey staff operations by preparing correspondence, coordinating mailings, managing public inquiries, and maintaining organized records. Additionally, it contributes to Commission meetings by preparing materials and documenting proceedings related to oyster leasing actions and appeals.
This position is essential to the agency’s ability to administer private oyster ground leasing efficiently and in compliance with state law. Success in the role requires strong organizational, communication, and customer service skills, along with a solid understanding of regulatory procedures and marine resource management practices.
DUTIES AND RESPONSIBILITIES:
• Provide day-to-day clerical functions for Division engineering and surveying staff to ensure efficient workflow and timely completion of tasks.
• Deliver comprehensive secretarial support to the Division Chief, Deputy Chief, program managers, and engineering technicians.
• Draft professional correspondence, memos, and other documents as required.
• Assist in preparing agenda items for Commission meetings.
• Attend shellfish divisional committee meetings, accurately record proceedings, and maintain organized records for future reference.
• Coordinate bulk mailings and act as a liaison with the public, offering guidance and responding to inquiries with professionalism and clarity.
• Maintain and update all records associated with the Oyster Ground leasing program, ensuring accuracy and compliance. Process incoming Oyster Ground applications, verify details, and keep records current.
• Prepare and submit advertisements for Oyster Ground applications to newspapers. Create postings and communicate with surveyors, draftsmen, and marine patrol officers to ensure timely and efficient processing. Receive and maintain platts and statements of services rendered.
• Compile and prepare essential documents for Commission presentations. Organize and maintain court record documentation for appeal cases related to oyster grounds, ensuring thoroughness and accessibility.
• Process and maintain records of requests for Oyster Ground transfers, ensuring accurate documentation and compliance with program protocols.
• Prepare accurate and detailed billing invoices for services rendered and promptly send them to applicants.
• Track payments for all services and follow up on outstanding balances as directed. Receive funds for applications, transfers, surveys, and other fees, and forward them to the Accounting Department with proper documentation.
• Prepare and mail rent statements for oyster ground leases and coordinate the advance distribution of ten-year lease renewal notices to ensure timely communication with leaseholders.
• Receive and conduct the initial review of returned ten-year lease renewal forms, verifying accuracy and completeness. Communicate with lease holders to obtain missing information or documentation, supporting the efficient processing of renewals.
• Review and compile renewal application materials, verifying accuracy and completeness, and prepare documentation for management consideration in accordance with program guidelines.
Minimum Qualifications
MINIMUM REQUIREMENTS:
•High school education or the equivalent.
•Business related studies preferred.
•Experience in general office practices and procedures, use of general office equipment, word-processing, spreadsheet creation and editing, and database management.
•Experience in general secretarial duties and responsibilities to include taking dictation, preparing correspondence, proofreading and editing of materials.
Additional Considerations
This position requires physical ability to lift up to 20 lbs.; pushing and pulling; standing, sitting, reaching, walking, bending, stooping, and climbing
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 Completed STATE APPLICATION is REQUIRED.
Contact Information
Name: Malinda Cross
Phone: 757-247-2216
Email: ov
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.