Administrative Program Assistant 1

Virginia Department of Social Services•Manassas Park, VA

4h•Onsite

About The Position

Administrative Program Assistant Part Time - The position supports the overall efficiency of the department by performing an array of front office and program-related tasks, including: Serve as the initial point of contact for visitors and incoming calls, providing information and directing inquiries appropriately; Support the Benefit Programs Unit by assisting with administrative tasks related to childcare and housing, in addition to aiding the CSA Coordinator, Administrative Manager, and Director; Register and log applications, ensuring accurate data entry; Contact applicants and schedule appointments; Record and maintain daily data to track departmental activities and support reporting needs; Manage confidential and highly sensitive information; Research and relay program-related material; Respond to client inquiries; Communicate key details about department programs, services, and policies; Interpret state documentation; Upload client verification documents into the case management system; and Other duties as assigned. The Administrative Program Assistant I class is distinguished from the Administrative Program Assistant II class by the latter’s performing paraprofessional activities, acting as an assistant to professionals, and having responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. General Work Tasks (Illustrative Only) – Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action; Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities; Makes recommendations to improve services, collections or other products by comparing data such as production reports, transactions or fiscal summaries; Interprets, explains and gathers information regarding specific program services, polices, and procedures; Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports; Proofreads work of others; Sets up hardware or loads software under carefully controlled parameters; Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; and Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence. May serve as a leader for other clerical or administrative employees providing training and guidance.

Requirements

High school diploma
Comprehensive knowledge of office and administrative practices
Expertise in Microsoft Office Suite and standard office equipment
Exceptional verbal and written communication skills with the ability to effectively interact with diverse populations
Ability to read, understand, and analyze written materials and oral instructions, exercise sound judgement, and uphold discretion
Strong organizational skills, including the ability to manage multiple tasks
Emotional intelligence and interpersonal skills to foster relationships with staff, community partners, and vendors
Proficiency in basic arithmetic and the ability to interpret, apply, and comply with policies, procedures, and regulations
Valid Commonwealth of Virginia driver’s license is required, in addition to a driving record that meets agency standards
Must be willing to participate in community shelter operations during disasters and/or emergencies

Nice To Haves

High school diploma with supplemental clerical or administrative experience in a local Department of Social Services or related field or any equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities
Bilingual – English and Spanish with proficiency in reading, speaking, and writing

Responsibilities

Serve as the initial point of contact for visitors and incoming calls, providing information and directing inquiries appropriately
Support the Benefit Programs Unit by assisting with administrative tasks related to childcare and housing, in addition to aiding the CSA Coordinator, Administrative Manager, and Director
Register and log applications, ensuring accurate data entry
Contact applicants and schedule appointments
Record and maintain daily data to track departmental activities and support reporting needs
Manage confidential and highly sensitive information
Research and relay program-related material
Respond to client inquiries
Communicate key details about department programs, services, and policies
Interpret state documentation
Upload client verification documents into the case management system
Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action
Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities
Makes recommendations to improve services, collections or other products by comparing data such as production reports, transactions or fiscal summaries
Interprets, explains and gathers information regarding specific program services, polices, and procedures
Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports
Proofreads work of others
Sets up hardware or loads software under carefully controlled parameters
Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments
Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence
May serve as a leader for other clerical or administrative employees providing training and guidance