Administrative Program Assistant I

Virginia Department of Social Services•Newport News, VA

6d•Onsite

About The Position

ESSENTIAL JOB FUNCTIONS Provides excellent customer service to citizens and community partners by serving as point of contact for the unit and providing reception services at entry points throughout the department. Works as part of a professional team to provide administrative assistance as needed related to assigned Human Services program area. Responsible for managing a multi-line telephone system; answers and screens calls; responds to routine inquiries from the public, other departments and outside agencies. Logs and distributes facsimile communications sent to the department. Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval; orders, monitors and distribute program supplies/resources ; assist with staff travel arrangements; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports, charts and records. Coordinates transportation assistance and other support service requests for customers; obtains customer signatures on affidavits; prepares weekly reports on service distribution; reconciles service inventory. Responsible for payments of credit authorizations, tracking and reporting supporting documentation weekly. Creates and maintains physical and electronic filing and record management systems. Responsible for preparing monthly reports in accordance with federal, state, local and departmental reporting requirements. May prepare and mail routine correspondence and file packets, and attend required meetings and take minutes as requested. Responsible for performing work in connection with specific administrative assignment which may include, but is not limited to, the Human Services administrative offices, Fiscal Operations, or units within the Family Services Specialist, Prevention, Fiscal Operations, or Support Services Divisions. Work may involve generating, preparing or purging electronic case files, assisting customers with completing case intake paperwork, scheduling appointments, providing information on various Human Services programs, disseminating information to staff members, researching and processing verifications, issuing electronic benefit cards to citizens, or related assignments. Performs other duties as assigned.

Requirements

Managing a multi-line telephone system
Word processing
Creating spreadsheets
Data entry and retrieval
Ordering, monitoring and distributing program supplies/resources
Assisting with staff travel arrangements
Reviewing forms, data and other information for accuracy and conformance to procedures and policies
Generating reports, charts and records
Coordinating transportation assistance and other support service requests for customers
Obtaining customer signatures on affidavits
Preparing weekly reports on service distribution
Reconciling service inventory
Processing payments of credit authorizations
Tracking and reporting supporting documentation weekly
Creating and maintaining physical and electronic filing and record management systems
Preparing monthly reports in accordance with federal, state, local and departmental reporting requirements
Preparing and mailing routine correspondence and file packets
Attending required meetings and taking minutes
Generating, preparing or purging electronic case files
Assisting customers with completing case intake paperwork
Scheduling appointments
Providing information on various Human Services programs
Disseminating information to staff members
Researching and processing verifications
Issuing electronic benefit cards to citizens

Responsibilities

Provides excellent customer service to citizens and community partners by serving as point of contact for the unit and providing reception services at entry points throughout the department.
Works as part of a professional team to provide administrative assistance as needed related to assigned Human Services program area.
Manages a multi-line telephone system; answers and screens calls; responds to routine inquiries from the public, other departments and outside agencies.
Logs and distributes facsimile communications sent to the department.
Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval.
Orders, monitors and distributes program supplies/resources.
Assists with staff travel arrangements.
Reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.
Generates reports, charts and records.
Coordinates transportation assistance and other support service requests for customers.
Obtains customer signatures on affidavits.
Prepares weekly reports on service distribution.
Reconciles service inventory.
Responsible for payments of credit authorizations, tracking and reporting supporting documentation weekly.
Creates and maintains physical and electronic filing and record management systems.
Prepares monthly reports in accordance with federal, state, local and departmental reporting requirements.
May prepare and mail routine correspondence and file packets, and attend required meetings and take minutes as requested.
Performs work in connection with specific administrative assignment which may include, but is not limited to, the Human Services administrative offices, Fiscal Operations, or units within the Family Services Specialist, Prevention, Fiscal Operations, or Support Services Divisions.
May involve generating, preparing or purging electronic case files, assisting customers with completing case intake paperwork, scheduling appointments, providing information on various Human Services programs, disseminating information to staff members, researching and processing verifications, issuing electronic benefit cards to citizens, or related assignments.
Performs other duties as assigned.