Administrative Program Assistant I

New LHRC External Career Site•Manassas Park, VA

About The Position

Position reports to Administrative Manager and operates in administrative program areas performing a broad array of front office and program related objectives (greet and assist customers/constituents, screen benefit applications, field phone calls, review mail and correspondence, scan documents into case management system) that requires application of program knowledge, office/administrative practices, State policies and procedures. Incumbent provides administrative support to supervisor, management team, Director, and other staff within the department; manages confidential and highly sensitive data; research and relays information related to program area; responds to various inquiries from clients. Deliver information to customers regarding programs, services, and policies of department; schedule appointments; assist with interpretation of State documentation; other duties as assigned. Position requires performing work in the community that may occur outside of business hours. Possible limited telework options. All 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.

Requirements

Sound knowledge of office and administrative practices and procedures
Proficient verbal and written communication skills
Ability to effectively interact with the public
Experience using Microsoft Office Suite and standard office equipment
Demonstrated ability to read and understand written materials and oral instructions, analyze and evaluate administrative situations
Exercise appropriate judgement and discretion in various situations
Exhibit emotional intelligence in dealing with people
Provide exceptional customer service
Experience establishing and maintaining case records, accessing and retrieving data, creating reports and manipulating data
Knowledge of confidentiality principles and maintaining confidentiality of documents and information
Capable of planning and organizing a myriad of tasks including data entry; drafting, preparing, and editing correspondence; purging files; establishing and sustaining working relationships with staff and providing customer service to the public
Skilled in using computers/laptops
Assist with departmental IT needs
Basic arithmetic and comprehension
Interpreting and adhering to oral and written policies, procedures, rules and regulations
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
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 events

Nice To Haves

Background using State related applications (VaCMS, SPIDeR, EPPIC) and any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities
Knowledge of local Department of Social Services
Bilingual – English/Spanish reading/speaking skills

Responsibilities

Greet and assist customers/constituents
Screen benefit applications
Field phone calls
Review mail and correspondence
Scan documents into case management system
Provide administrative support to supervisor, management team, Director, and other staff within the department
Manage confidential and highly sensitive data
Research and relay information related to program area
Respond to various inquiries from clients
Deliver information to customers regarding programs, services, and policies of department
Schedule appointments
Assist with interpretation of State documentation
Perform work in the community that may occur outside of business hours
Participate in various community events
Participate in community shelter operations during disasters and/or emergencies
After hours on-call coverage on a rotating basis may be required