Office Associate II

Virginia Department of Social Services; Stafford (AL); On-site; USD 36,000 - 43,000; Full time

Job summary

Virginia Department of Social Services in Stafford is seeking an Office Associate II to perform varied clerical and administrative tasks under supervision. You will handle phones, greet visitors, maintain records, input data, and prepare reports, with emphasis on accuracy and customer service.

The role requires a high school diploma or equivalent and related clerical experience. Bilingual English/Spanish abilities are preferred to assist diverse clients. Applicants may undergo background checks.

Qualifications

• Bilingual English/Spanish desired to assist diverse clients.
• Strong customer service and communication skills.
• Ability to multitask and follow established procedures.

Responsibilities

• Answers phones, provides information, and refers caller to appropriate staff or resources.
• Greets visitors, provides information, and makes referrals to staff or community resources.
• Posts routine information and maintains agency records.
• Sets up, organizes, and maintains filing systems.
• Types letters, memos, reports from drafts or notes.
• Records data and generates reports.
• Sorts and distributes mail; researches information in mainframe and local systems.
• Uses computer and office equipment to input, retrieve, verify, and scan information.

Skills

Bilingual English/Spanish

Customer service

Effective communication

Multitasking

Education

High school diploma

Tools

VaCMS

Excel

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.

*Bilingual - Speak, Read, & Write English & Spanish

About Working for Stafford DSS:

https://vimeo.com/910172119

Stafford County Website:

https://www.staffordcountyva.gov/

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.) Customer service experience with the public in person and over the phone.

Skills-

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

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. Demonstrated ability to read, write, and speak Spanish fluently using proper grammar.

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.

Minimum Qualifications:

High school diploma supplemented with related clerical or administrative experience which provides the required knowledge, skills, and abilities.

Preferred Qualifications:

• Experience in a local Social Services agency.
• Experience using the VaCMS system to complete client inquiries.
• Experience using and creating Excel spreadsheets.
• Experience accurately researching, organizing, and filing electronic and paper documents.

Special Requirements:

Applicants will be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and pre-employment drug/alcohol screen. The investigation may include fingerprint checks, employment verification/references & credit checks (relevant to employment), and other checks requested by the hiring authority. All offers of employment are contingent upon satisfactory results of the required checks and screenings.