Administrative Program Assistant I

Virginia Department of Social Services•Amelia, VA

1d•Onsite

About The Position

Administrative Program Assistant I represents a variety of office and administrative specialists such as fiscal, human resource, procurement and other administrative and office specialists. Employees in this class perform complex office and administrative support duties in specialized program areas such as accounting, human resources, and information technology. They are responsible for composing routine and non-routine correspondence, proofreading or reviewing others’ work, preparing or contributing to various reports, and having frequent contact with others in administrative program areas to advise them. This role involves making compliance decisions and dealing with information that is sensitive and confidential.

Requirements

Considerable knowledge of office practices and procedures.
Considerable knowledge of agency policies and procedures as related to the subject area.
Considerable knowledge of personal computer and office and agency software.
Working knowledge of basic math, accounting, and bookkeeping.
Working knowledge of English, grammar, and use of the dictionary.
Working knowledge of laws, rules, and regulations pertaining to the subject area.
Some knowledge of technical aspects of program area.
Skill in operating a variety of automated office equipment including the calculator, fax/copier, multi-line phones, and computer-driven word processing, spreadsheet, graphics, and file maintenance programs.
Demonstrated ability to interact professionally with all levels of agency personnel and the public.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated ability to analyze and manipulate data and prepare reports.
Demonstrated ability to maintain complex records.
Demonstrated ability to assemble and organize data and prepare reports.
Demonstrated ability to make required mathematical computations.
Demonstrated ability to interpret and follow oral and written policies, procedures, rules, and regulations.
Demonstrated ability to maintain harmonious working and public relations.
Demonstrated ability to provide guidance to others.
Demonstrated ability to organize and prioritize work and make independent work processing decisions.
High school diploma supplemented with post-secondary coursework in office or business administration, accounting, computer science, or related field, and clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Nice To Haves

Working knowledge of basic Social Services programs and operating systems.

Responsibilities

Serves as the first point of contact for the community, conducting business with the public, employees, and other departments.
Answers questions and provides guidance, requiring the ability to assess situations and determine a plan of action.
Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports.
Makes recommendations to improve services, collections, or other products by comparing data.
Interprets, explains, and gathers information regarding specific program services, policies, 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.