Administrative Program Assistant I

Virginia Department of Social Services; Virginia; On-site; USD 36,000 - 48,000; Full time

Job summary

Virginia Department of Social Services seeks an Administrative Program Assistant I to support front desk operations and provide office and administrative services within specialized program areas. The role includes handling routine and sensitive correspondence, maintaining records, and advising staff on procedures.

Candidates should have a high school diploma with related coursework and clerical experience; knowledge of agency software and basic math is expected.

Qualifications

• High school diploma with post-secondary coursework in office/business administration or related field.
• Clerical or administrative experience or equivalent training.
• Ability to learn agency policies and procedures.

Responsibilities

• Serve as front desk point of contact for the public and staff.
• Answer questions and provide guidance; assess situations and plan actions.
• Maintain cost, inventory, payroll, personnel records, or related records and reports.
• Prepare routine and non-routine memos, reports, forms, and correspondence.

Skills

Office equipment operation

Word processing / spreadsheets

Data analysis

Communication skills

Education

High school diploma with related coursework

Tools

Office software

Agency software

Job description

Title Description- Administrative Program Assistant I represents a varietyoffice and administrative specialists such as fiscal, human resource, procurement and
other administrative and office specialists. Employees in this class perform complexoffice and administrative support duties in specialized program areas such as accounting, human resources, information technology and are responsible forcomposing routine and non-routine correspondence; proofreading or reviewingothers’ work; preparing or contributing to various reports; having frequent contactwith others in administrative program areas to advise others; making compliancedecisions; and dealing with information that is sensitive and confidential.

General Work Tasks (Illustrative Only) – This position is located at the front desk and serves as the first point of contact for the community. 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, multi-line phones 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.

Preferred Qualifications- Working knowledge of basic Social Services programs and operating systems.

Special Requirements: Applicants are subject to a DMV driving record check, Child Abuse Central Registry check, criminal history search and/or pre-employment drug screening. The background investigation may include fingerprint checks, employment verification and references, verification of education relevant to employment, credit checks relevant to employment and other background information requested by the hiring authority. Employee must be willing to work in the community emergency shelter in the event of a natural disaster or other emergency.