Office Associate III

Virginia-Department-of-Social-Service; Virginia (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Sick leave

Annual leave

holidays

Telework options

Retirement plans

Job summary

The Floyd County Department of Social Services seeks an Office Associate III to manage the front desk, switchboard, and lobby, delivering friendly, effective customer service in a small, team-driven agency.

The role involves handling diverse clerical tasks, maintaining files, supporting staff with documentation and data entry, and basic administrative duties as outlined. A high school diploma and related clerical experience are preferred.

Qualifications

• High school diploma supplemented with related clerical or administrative experience.
• Ability to communicate effectively, both orally and in writing.
• Proficiency with standard office software and equipment.

Responsibilities

• Types or transcribes correspondence, memos, minutes, and reports.
• Sets appointments and maintains filing systems.
• Provides information to customers regarding programs and policies.
• Performs data entry and prepares internal documents.

Skills

Customer service

Communication

Multitasking

Office software

Education

High school diploma

Tools

VaCMS

Job description

The Floyd County Department of Social Services is nestled in Floyd County, a unique mountain community known for its natural beauty, music, arts, and diverse, caring people. It is the mission of the Floyd County Department of Social Services (DSS) to eliminate poverty, abuse, and neglect through the design, implementation, coordination, and provision of quality services to the families and children of Floyd County. We are currently recruiting an Office Associate III to join the administrative team. The primary role of this position is managing the front desk area of the agency, which includes the main switchboard and lobby. As this position has frequent, direct contact with the public, the successful candidate should be skilled in effective customer service techniques. Floyd County DSS is a small, Level One agency that functions with a family team approach. We offer a full employee benefits package, to include:

• Health insurance packages with no single portion monthly premium effective after your first month of employment;
• Family/Personal & Sick Leave balances awarded on your first day of employment;
• Annual Leave allotted at the end of each month;
• Participation in the Virginia Retirement System (VRS);
• Participation in the ICMA Retirement Defined Contribution Plan;
• Fifteen paid holidays;
• Flexible work schedule (depending on position and employee status);
• Telework options (depending on position and employee status);
• Life Insurance; and
• Additional “optional” benefit packages are available.

Title Description-

Office Associate III is the advanced level in the occupational group for Office Associates. Employees work in a service or administrative program area(s) performing a broad variety of office and program support responsibilities that require applying some program knowledge and office and administrative practices, policies and procedures to perform specific office support activities. Employees may serve as a lead worker and provide guidance to office support staff or others. The Office Associate III is distinguished from the Administrative Program Assistant I class in that employees in the latter class perform complex office and administrative support duties in a specialized program area such as in accounting, human resources, information technology and have a working knowledge of the program area and technical aspects. The Office Associate III is distinguished from the Office Supervisor in that supervisors spend a majority of their time in supervisory activities such as handling personnel issues and assigning and reviewing the work of others.

General Work Tasks (Illustrative Only)-

• Types or transcribes correspondence, memos, minutes, reports or originals from rough draft, clear copy, recordings, shorthand, or notes;
• Composes routine correspondence and memos;
• Proofreads written and numerical documents;
• Sets appointments for interviews or meetings;
• Records inventory, statistical or fiscal data in a variety of formats and compiles informational reports as needed;
• Handles or contributes to reports and other documents, including fiscal and personnel documents, of intermediate scope and impact;
• Provides information to customers regarding programs, policies and rules of the department; handles inquiries from others regarding services;
• Performs research in automated and paper systems;
• Sets up and organizes files;
• Purges records;
• Maintains filing systems;
• Troubleshoots minor computer problems sufficient to resolve or submit service requests; calls in trouble tickets;
• May provide guidance and training to other clerical staff and office volunteers;
• Prepares purchase orders and other internal documents; and
• Processes items for payments and handles petty cash.

Knowledge-

Considerable knowledge of: office and administrative practices, policies and procedures as related to assigned program and office support activities; spelling, grammar and punctuation; office terminology, procedures, and equipment technology and office software programs; and mathematics to calculate percentages, formulas and averages to solve mathematical problems. Some knowledge of: elementary bookkeeping and accounting.

Skills-

Skill in: operating a personal computer, printer, scanner, and a variety of standard office machines and equipment. Some skill in performing basic maintenance of computer system and general office equipment to include some troubleshooting of automation equipment problems.

Abilities-

Demonstrated ability to: organize information and develop/maintain records in various formats; communicate effectively both orally and in writing; follow written and oral instructions; multi-task; establish and maintain effective working relationships with coworkers, customers, other public and private agencies, and the public sometimes under stressful situations; collect and disseminate information; make computations with speed and accuracy; file alphabetically or numerically; proofread; type from clear copy or draft; make minor decisions in accordance to regulations and established practices; advise and interpret policies and procedures in researching and resolving inquiries, requests and complaints; and act as a leader to other clerical staff.

Education and Experience-

High school diploma supplemented with related clerical 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.

Preferred Qualifications-

Some knowledge of VDSS Benefit Programs (SNAP, VA Medicaid, TANF, Childcare, Energy Assistance, VIEW) supplemented with VDSS required training to benefit programs. Working knowledge of the VDSS benefits database known as VaCMS.

Special Requirements-

Applicants may be subject to a Criminal History Background search, Central Registry search, DMV driving record check, and/or pre-employment drug screening. 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 require reporting for shelter duty during emergencies and disasters. Driving record must meet agency standards.

For questions about this job posting, please contact:

J. Chad Alls

540-745-9319

[e-mail]