Administrative Office Specialist - #ARS00276

DHRM•Lancaster, VA

1d•Onsite

About The Position

The Administrative Office Specialist supports the Department for Aging and Rehabilitative Services’ Field Rehabilitation Services Division by assisting counselors and evaluators in delivering vocational rehabilitation services to people with disabilities. The role provides case management assistance intended to support employment and enhanced independent living, while serving as a daily point of contact for customers, employers, the public, professional service providers, and employment service organizations. The position also supports administrative and fiscal operations, serving as the office’s Single Point of Contact for Supported Employment services and coordinating communication about service requests and authorizations between vendors and vocational rehabilitation counselors. It monitors administrative and purchasing processes, follows up with vendors on aging authorizations, and handles daily office operations and customer service. The position is based in Fredericksburg and covers Caroline, King George, Lancaster, Northumberland, Richmond County/Northern Neck, Spotsylvania, Stafford, and Westmoreland.

Requirements

Experience in human service delivery methods.
Working knowledge of office procedures, tracking systems, and work task organization.
Working knowledge of Windows-based computer software or similar word-processing software.
Ability to establish and maintain effective working relationships with individuals from varying social and economic environments.
Ability to communicate effectively orally and in writing.
Ability to interpret and apply established policies and procedures in providing services.
Ability to organize and manage multiple, sometimes unrelated responsibilities in a timely manner.
Ability to prioritize duties and exercise good judgment while following established policies and procedures.
A fingerprint-based criminal history check is required of the finalist because the position is designated sensitive under Virginia Code § 2.2-1201.1.

Nice To Haves

Some training and/or experience with financial transactions, bookkeeping, procurement, accounts payable, and invoice processing.

Responsibilities

Provide case management assistance for comprehensive vocational rehabilitation services that support employment and enhanced independent living.
Work with counselors and/or evaluators and people with physical, mental, or emotional disabilities.
Interact daily with customers, employers, the general public, professional service providers, and employment service organizations to assist with vocational rehabilitation service delivery.
Serve as the office’s Single Point of Contact for Supported Employment services.
Monitor communication between vendor staff and vocational rehabilitation counselors regarding Supported Employment service requests and authorizations.
Monitor administrative and purchasing processes.
Review aging reports and contact vendors to support timely payment or cancellation of outstanding authorizations.
Manage daily administrative operations of the customer service delivery office.
Greet customers and answer phones.
Maintain automated systems to support efficient service delivery.
Prepare bills, vouchers for payment, and other administrative forms in compliance with the Prompt Payment Act.
Complete other duties and special projects as assigned or directed by the supervisor.