Administrative Program Assistant I

Commonwealth of VA Careers; Virginia; On-site; USD 29,000 - 35,000; Full time

Job summary

Commonwealth of VA Careers seeks an Administrative Program Assistant I to handle front desk duties, greet the public, and route inquiries. The role involves clerical and administrative support across areas such as accounting, HR, and IT, including composing and proofreading routine and non-routine correspondence and preparing reports.

The position emphasizes compliance with program requirements, handling sensitive information, and possibly supervising other clerical staff.

Qualifications

• High school diploma with post-secondary coursework in office or business administration, accounting, computer science or related field.
• clerical or administrative experience.
• Working knowledge of agency policies and procedures.

Responsibilities

• Position located at the front desk and serves as first point of contact for the community, answering questions and providing guidance.
• Maintains cost, financial, inventory, manpower, payroll or other specialized records and reports.
• Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports.
• Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence.

Education

High school diploma with post-secondary coursework in office or business administration, accounting, computer science or related field

Job description

Hiring Range:

$32,197.00 to Commensurate With Experience

Full Time or Part Time:

Full Time

Additional Detail

Title Description

Administrative Program Assistant I represents a varietyofoffice 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.

Special Instructions to Applicants

A completed application is required. Applicants are encouraged to provide a resume and cover letter. The application and/or resume must include a complete list of work experience (including periods of unemployment) and qualifications. Consideration for an interview is based solely on the information within the application and resume. Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed or hand-delivered applications will not be accepted.