Human Services Assistant II-CSA

Virginia Department of Social Services; United States; On-site; USD 35,000 - 55,000; Full time

Job summary

Virginia Department of Social Services is seeking an administrative support specialist to assist with family assessment and community policy team meetings, data collection, and service plan updates. The role involves drafting correspondence, scheduling, and maintaining files while providing information to clients and case managers.

Applicants should have a high school diploma with related secretarial experience in social services, strong MS Office skills, and the ability to manage multiple tasks

Qualifications

• High school diploma with related secretarial/administrative experience in social services or related field.
• Equivalent combination of training and experience meeting the required knowledge and abilities.

Responsibilities

• Support Family Assessment and Planning Team and Community Policy and Management Team meetings.
• Collect data to aid in meeting process.
• Update service plans and disseminate information to case managers, providers, and families.
• Submit referrals for services and maintain provider contact information.
• Draft correspondence; schedule appointments; organize and maintain paper and electronic files.
• Greet clients and guests; complete sign-in procedures; provide information to callers and process referrals.
• Create, record, maintain, and distribute documentation for meetings (minutes, agendas, etc.).
• Maintain calendars and schedules for the unit.
• Create financial agreements and track expenditure approvals.
• Perform other duties as assigned.

Skills

Data entry

Word processing

Spreadsheet use

Customer service

Email communication

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Google Sheets

Email

Job description

General Description and Conditions of Work

• Participating in and providing support for all Family Assessment and Planning Team and Community Policy and Management Team meetings as scheduled.
• Collection of data to aide in meeting process as needed.
• Updating service plans and disseminating infortmation to case managers, providers, and families.
• Submitting referrals for services and maintaining contact information for service providers.
• Drafting correspendence; scheduling appointments; organizing, updating, and maintaining paper and electronic files.
• Greeting clients and guests, completing sign-in procedures, providing information to callers and processing referrals.
• Creating, recording, maintaining, and distribution of documentation utlized in meetings (minutes, agendas, signature sheets, sign in sheets, services plans, etc.)
• Maintaining calendars and schedules for the unit.
• Creation of financial agreements and tracking of expenditure approval.
• Other duites as assigned.

Working knowledge of

• Making referrals for services on behalf of others.
• Community-based services for children and families Office practices, equipment, standard clerical techniques, and computer-driven word prcessing.
• Terminology, principles, and methods utilized within the assigned area.
• Business English, spelling, punctuation, grammar and arithmetic. Some knowledge of bookkeeping may be required.

Skills in

• Operating a personal computer to enter, retrieve, review or modify data.
• Utilizing word processing, spreadsheet, database, scheduling, or other software programs.
• Operating other office equipment such as a printer, copy machine, fax machine or other electronic data-entry equipment.
• May perform basic maintenance of computer system and office equipment.
• Participating in meetings with multiple participants and for up to several hours.

Demonstrated abillity to

• Interpret policy and procedural guidelines and resolve problems and questions.
• Accept direction and follow established procedures.
• Compile reports from records; type with accuracy at the speed required by the position.
• Communicate effectively orally and in writing (email, letters, fax).
• Exercise independent judgment, discretion and initiative in completing assignments.
• Exercise tact and courtesy in contact with the general public.
• Establish and maintain effective working relations as necessitated by work assignment.
• Keep abreast of any changes in policy, methods, computer operation as pertains to assigned areas.
• Use independent judgment with little direct supervision.
• Perform calculations using percentages and decimals.
• Read and understand assigned reports.
• Create, update, and maintain spreadsheets in Microsoft office and Google Sheets.
• Utilize the internet to quickly search for accurate information, send and receive professional emails, and update accounts and passwords.
• Conduct effective interviews both face-to-face and by telephone.
• Provide excellent customer service.

Minimum Qualifications (Educations, Experiemce, Licensure, Certification): High school diploma supplemented with related secretarial or administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Special Reqiurements/Experience

Special Reqiurements/Experience: Experience working in a human services field. Relevant work experience in public administrative support work.
Applicants may be subject to a Criminal History Background search, Central Registry search,
DMV/driving record checks. This investigation may include local agency checks, employment verification and references, verification of education (relevant to employment), credit checks (relevant to employment) and other checks requested by the hiring authority. Must pass the agency’s background checks. All offers are contingent upon satisfactory results of the required checks and screening.
All employees must have a valid driver’s license to operate a motor vehicle in the Commonwealth of Virginia. Driving record must meet agency requirements.
Employee must be willing to work in the community emergency shelter in the event of a natural disaster or emergency.