Office Associate II

Virginia-Department-of-Social-Service; Lebanon (VA); On-site; USD 35,000 - 50,000; Full time

Job summary

Virginia Department of Social Services is seeking an Office Associate II to perform a wide range of clerical and administrative tasks. The role involves answering phones, greeting visitors, data entry, filing, mail distribution, and basic reporting using agency systems.

Qualifications include a high school diploma or equivalent and the ability to learn the agency's mainframe applications. The position supports multiple environments and may require independent work or teamwork.

Qualifications

• Knowledge of spelling, punctuation, grammar and basic English.
• Familiarity with office methods, practices, forms and procedures.
• Ability to learn agency mainframe applications and standard software.

Responsibilities

• Answers phones, provides information and referrals to staff or community resources.
• Greets visitors and directs them to appropriate staff or resources.
• Posts routine information and data to agency records.
• Sets up and maintains filing systems; handles mail processing and distribution.
• Types correspondence, memos, and reports from drafts or notes.
• Logs data and generates reports; researches information in mainframe systems.
• Uses office equipment to input, retrieve, verify, and research information.

Skills

Spelling & punctuation

Grammar

Basic English

Office etiquette

Office software

Education

High school diploma or equivalent

Tools

Mainframe applications

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.