Administrative Program Assistant I

Virginia Department of Social Services•Charles City, VA

3d•$31,500 - $34,500

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.

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, 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.
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.

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.
Develop and distribute marketing and outreach materials for the food pantry.
Manage and respond to all program-related correspondence in a timely and professional manner.
Create, update, and maintain the food pantry website, including the calendar, applications for assistance, volunteer applications and donation information.
Maintain and update the volunteer database; ensure confidentiality agreements are completed and renewed annually.
Serve as backup receptionist for the Department of Social Services (DSS) office.
Provide backup support for Electronic Benefits Transfer (EBT) functions.