Administrative Program Assistant I

Virginia Department of Social Services•Stafford, VA

14h

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 a specialized program areas such as in accounting, human resources, information technology and are responsible for composing routine and non-routine correspondence; proofreading or reviewing others’ work; preparing or contributing to various reports; having frequent contact with others in administrative program areas to advise others; making compliance decisions; and dealing with information that is sensitive and confidential. 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. Additional responsibilities include serving as the RMS Coordinator, Local Security Officer, maintaining computer inventory/refresh schedules, providing front desk coverage, and back-up for the Administrative Analyst.

Requirements

Considerable knowledge of: office practices and procedures; agency policies and procedures as related to the subject area; and personal computer and office and agency software
Working knowledge of: basic math, accounting and bookkeeping; English, grammar, and use of the dictionary; and laws, rules, 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 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; communicate effectively both orally and in writing; analyze and manipulate data and prepare reports; maintain complex records; assemble and organize data and prepare reports; make required mathematical computations; interpret and follow oral and written policies, procedures, rules and regulations; maintain harmonious working and public relations; provide guidance to others; and 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
Working knowledge of accounting/bookkeeping principles and practices including tracking expenses and financial records
Working knowledge of creating and modifying excel spreadsheets to include formatting, formulas, and data processing
Demonstrated ability to maintain detailed records and files
Demonstrated ability to provide customer service in person or by phone
Experience in operating and troubleshooting personal computer, agency software and office equipment
High school diploma supplemented with administrative office experience which provides the required knowledge, skills, and abilities

Nice To Haves

Prior experience working in a local Social Services agency
Prior experience completing reconciliations to ensure accuracy of fiscal/financial information
Prior experience processing payroll in a local Social Services agency

Responsibilities

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
Serving as the RMS Coordinator
Local Security Officer
Maintaining computer inventory/refresh schedules
Providing front desk coverage
Back-up for the Administrative Analyst