Administrative Program Assistant I

New LHRC External Career Site; Radford (VA); On-site; USD 35,000 - 55,000; Full time

Job summary

New LHRC External Career Site seeks an Administrative Program Assistant I to perform varied office and program support tasks across accounting, HR and IT related areas. You will compose routine and confidential correspondence, review documents, and prepare reports while liaising with internal teams.

The role requires strong organizational skills, accuracy in data handling, and the ability to advise others on administrative procedures in a structured environment.

Qualifications

• High school diploma with post-secondary coursework in office administration or related field and clerical experience.
• Ability to compose routine and non-routine correspondence and reports.
• Experience handling confidential information and interacting with diverse stakeholders.

Responsibilities

• Interacts with the public, colleagues and other departments to provide guidance and plan actions.
• Maintains records for accounting, personnel, payroll, inventory or other specialized data.
• Generates reports and proofreads documents for accuracy and compliance.
• Sets up hardware or uses software under controlled parameters as needed.
• Reviews policies and procedures and ensures adherence in daily activities.
• Prepares routine, non-routine, sensitive memos and correspondence.
• May lead and train administrative staff as a team supervisor.

Skills

Office management

Communication skills

Data entry

Education

High school diploma with post-secondary coursework in office administration

Clerical or administrative experience

Tools

Word processing software

Spreadsheet software

Records management systems

Job description

Title Description-

Administrative Program Assistant I represents a variety of office and administrative specialists such as fiscal, human resource, procurement and other administrative and office specialists. Employees in this class perform complex office and administrative support duties in a specialized program areas such as in accounting, human resources, information technology and are responsible for composing routine and non-routine correspondence; proofreading or reviewing others’ work; preparing or contributing to various reports; having frequent contact with others in administrative program areas to advise others; making compliance decisions; and dealing with information that is sensitive and confidential. The Administrative Program Assistant I class is distinguished from the Administrative Program Assistant II class by the latter’s performing paraprofessional activities, acting as an assistant to professionals, and having responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities.

General Work Tasks (Illustrative Only) –

• Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action;
• Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities;
• Makes recommendations to improve services, collections or other products by comparing data such as production reports, transactions or fiscal summaries;
• Interprets, explains and gathers information regarding specific program services, polices, and procedures;
• Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports;
• Proofreads work of others;
• Sets up hardware or loads software under carefully controlled parameters;
• Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; and
• Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence.
• May serve as a leader for other clerical or administrative employees providing training and guidance.

Knowledge, Skills, and Abilities: Knowledge-

Considerable knowledge of: office practices and procedures; agency policies and procedures as related to the subject area; and personal computer and office and agency software. Working knowledge of: basic math, accounting and bookkeeping; English, grammar, and use of the dictionary; and laws, rules, regulations pertaining to the subject area. Some knowledge of technical aspects of program area.

Skills-

Skill in operating a variety of automated office equipment including the calculator, fax/copier and computer-driven word processing, spreadsheet, graphics and file maintenance programs.

Abilities-

Demonstrated ability to: interact professionally with all levels of agency personnel and the public; communicate effectively both orally and in writing; analyze and manipulate data and prepare reports; maintain complex records; assemble and organize data and prepare reports; make required mathematical computations; interpret and follow oral and written policies, procedures, rules and regulations; maintain harmonious working and public relations; provide guidance to others; and organize and prioritize work and make independent work processing decisions.

Education and Experience-

High school diploma supplemented with post-secondary coursework in office or business administration, accounting, computer science or related field, and clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Special Requirements:

Applicants may be subject to a Criminal History Background search, Central Registry search. DMV/driving record check, and/or pre-employment drug screen.

The investigation may include fingerprint checks (State Police, FBI), local agency checks, employment verification and reference, verification of education (relevant to employment), credit checks (relevant to employment) and other checks requested by the hiring authority.