Office Associate II - Frederick County, VA

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

Job summary

Virginia Department of Social Services in Virginia is seeking an office support professional to perform a wide range of clerical tasks in a busy environment, sometimes solo and other times with colleagues.

This role involves answering phones, greeting visitors, data entry, file management, mail processing, and using Microsoft Office while learning agency-specific applications. bilingual English/Spanish preferred; some background checks may be required.

Qualifications

• High school diploma with related clerical or administrative experience or equivalent.
• Preferred: bilingual English/Spanish.

Responsibilities

• Answer phones, provide information, and refer callers to staff or community resources.
• Greet visitors, provide information, answer questions, and make referrals to staff or community resources.
• Post routine information and data to agency records; organize files and purge records.
• Type correspondence, memos, reports and forms from rough drafts.
• Input, retrieve, verify, scan and research information using computer systems.
• Handle mail processing and distribute mail to the appropriate party.
• Use Microsoft Suite and learn agency-specific applications.
• Maintain filing systems and logs; collect and distribute information.
• Demonstrate customer service and multi-tasking; follow instructions.

Skills

Data entry

Phone handling

Microsoft Office

Customer service

Education

High school diploma or equivalent

Tools

Mainframe

Agency-specific apps

Job description

This position works 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.

Answers phones, provides information, and refers callers to appropriate staff or community resources; greets visitors/customers, provides information, answers questions related to the operations of the agency, and makes referrals to appropriate staff or community resources; 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 computer 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.

Working knowledge of: office methods and procedures including office etiquette and administrative tasks such as answering a multi-lined phone and data entry; spelling punctuation, grammar and basic English' basic arithmetic; and office software systems including Microsoft Suite and the ability to learn agency-specific applications.

Skills in: operating a personal computer and associated business and agency software and operating a calculator and other office machines.

Demonstrated ability to: understand and provide customer service to the public including assessing customer needs and meeting quality standards for services; work well with others, communicate effectively both orally and writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office polices, procedures and services; multi-tasking; keep records and logs; deal with others using tact and courtesy; and developing good relationships with the public, customers, and co-workers.

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.

Preferred: Bilingual English/Spanish skills.

Applicants may be subject to a Criminal History Background search, Central Registry search,DMV/driving record check, and fingerprinting.

The investigation may include: fingerprint checks (State Police,FBI), 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.

All offers of employment are contingent upon satisfactory results of the required checks and screenings.

May be required to report for shelter duty during community disasters and/or emergencies.