Office Associate II

Virginia-Department-of-Social-Service; Courtland (VA); On-site; USD 32,000 - 42,000; Full time

Job summary

Virginia Department of Social Services is seeking an Office Associate II to support a variety of administrative tasks in a dynamic state agency environment.

The role involves answering phones, greeting visitors, organizing files, data entry, and maintaining records. You will follow office policies to ensure accurate records and effective service to the public.

Qualifications

• High school diploma with related clerical or administrative experience.
• Proficiency in spelling, grammar, and basic English.
• Ability to learn agency mainframe applications.
• Ability to file, organize, and maintain records.
• Excellent written and verbal communication skills.

Responsibilities

• Answers phones, provides information, and refers callers to appropriate staff.
• Greets visitors; provides information and referrals to staff or community resources.
• Posts routine information and data to agency records.
• Sets up, organizes files, purges records, and maintains filing systems.
• Types correspondence, memos, reports, and forms from drafts.
• Logs data and generates reports for statistical or fiscal purposes.
• Distributes information such as mail and faxes; researches activity in systems.
• Inputs, retrieves, and researches information using office software and mainframe apps.

Skills

Basic arithmetic

Written and oral communication

Office software

Multi-tasking

Attention to detail

Education

High school diploma with clerical experience

Tools

Mainframe applications

Office software

Job description

Title Description-

Office Associate II is the full performance level in the occupational group for Office Associates. Employees work in a variety of environments and may work individually or in combination with other employees. Employees are responsible for performing independently a wide variety of office support activities ranging from routine to complex following office and administrative practices, policies and procedures. Unusual issues and situations are referred to the supervisor. The Office Associate II is distinguished from the Office Associate III by the latter’s performing more complex office and program support responsibilities that require some program knowledge and the following of office and administrative practices, policies, and procedures.

General Work Tasks (Illustrative Only)-

• Answers phones, provides information, and refers caller to appropriate staff or community resource;
• Greets visitors/customers, provides information, answers questions related to the operations of the agency and makes referrals to appropriate staff or community resource;
• Posts a variety of routine information and data to keep agency records;
• Sets-up, organizes files, purges records, and maintains filing systems;
• Types correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings;
• Logs statistical or fiscal data in a variant of formats and generates reports;
• Collects and distributes information such as broadcasts, mail, and faxes;
• Researches customer activity in mainframe and local computer applications;
• Runs mail using mail processor;
• Receives, sorts, and distributes mail to the appropriate party; and
• Uses computer and office equipment to input, retrieve, verify, scan, and research information.

Knowledge, Skills, and Abilities:

Knowledge-

Working knowledge of: spelling and punctuation, grammar and basic English; basic arithmetic; office etiquette, office methods and procedures; agency's office and administrative practices, policies, rules and procedures to include completion of forms and format; and office software along with the ability to learn agency-specific mainframe applications. (Those positions working with the mail may have to have some knowledge of the postal regulations and locations of various departments.)

Skills-

Skill in: operating personal computer and associated business and agency software; and operating calculator and other office machines.

Abilities-

Demonstrated ability to: work well with others; perform basic mathematics; communicate effectively both orally and in writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office policies, procedures and services; multi-task; keep office records and logs; proofread; deal with others using tact and courtesy; and developing good relationships with public, customers, and co-workers.

Education and Experience-

High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.