Administrative Program Assistant II

State of Virginia•Buckingham County, VA

60d•$30,000 - $35,955

About The Position

Title Description - Administrative Program Assistant II is the paraprofessional level of administrative support in the occupational group for the administrative program assistant. Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. The Administrative Program Assistant II class is distinguished from the Administrative Program Assistant I by the former's acting as assistant to professionals and performing some of the duties of the professional in a supportive role. General Work Tasks (Illustrative Only) - Oversees or performs fiscal duties such as accounts payable, Special Welfare, reporting and reconciling financial data, and/or participating in audits; performs compliance assurance, records management, scheduling, data collection and analysis; Conducts research and prepares reports; Compiles and interprets multiple types of statistical data; evaluates agency procedures, policies and programs and recommends actions; Organizes materials for brochures, publicity, and other public relations activities; participates in special projects such as seminars; Designs, coordinates and/or disseminates information relevant to training needs of staff; Communicates program and/or agency policies, regulations, practices to County staff, vendors and the public; Provides needed updated materials that interrelate and are useful in program service development; Resolves problems and makes recommendations for improvement; May oversee or perform information systems technical support and systems security functions; Assists in budget preparation and compilation; Analyzes budget and management reports; Monitors accounts and expenditures; Makes recommendations; and May plan, organize and supervise work of office, fiscal and administrative support staff and administrative functions for a program area. Knowledge, Skills, and Abilities: Knowledge- Considerable knowledge of: general clerical and administrative practices and procedures; of modern office practices, procedures and equipment; bookkeeping and budget preparation; and word processing, spreadsheet and data base and graphic software packages. Some knowledge of: basic techniques in conducting planning, research, evaluative and statistical work; effective supervisory principles; and policies, practices and procedures of the assigned program areas. Skills- Skill in: operating a variety of automated office equipment to include calculator, fax/copier and the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs. Abilities- Demonstrated ability to: effectively use common business and agency software packages; research, interpret, understand, apply and communicate agency program and service information; provide operational and administrative support to professionals in assigned agency programs and services; assist with the measurement of program performance against goals and objectives; systematically compile data, interpret and report monitoring and evaluation findings; communicate effectively both orally and in writing; work effectively with other employees, professionals, and with the public; and exercise discretion and make sound decisions relative to assigned program area. Education and Experience- High school diploma supplemented with postsecondary coursework in office or business administration, accounting, computer science or related field, and related administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Minimum Qualifications: Working knowledge of computers, printers, copiers, fax machines are required. This position is a backup for the front office and may require that you assist with duties within that department. Knowledge of operating a switchboard phone system is a must.

Requirements

Considerable knowledge of: general clerical and administrative practices and procedures; of modern office practices, procedures and equipment; bookkeeping and budget preparation; and word processing, spreadsheet and data base and graphic software packages.
Some knowledge of: basic techniques in conducting planning, research, evaluative and statistical work; effective supervisory principles; and policies, practices and procedures of the assigned program areas.
Skill in: operating a variety of automated office equipment to include calculator, fax/copier and the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs.
Demonstrated ability to: effectively use common business and agency software packages; research, interpret, understand, apply and communicate agency program and service information; provide operational and administrative support to professionals in assigned agency programs and services; assist with the measurement of program performance against goals and objectives; systematically compile data, interpret and report monitoring and evaluation findings; communicate effectively both orally and in writing; work effectively with other employees, professionals, and with the public; and exercise discretion and make sound decisions relative to assigned program area.
High school diploma supplemented with postsecondary coursework in office or business administration, accounting, computer science or related field, and related administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Working knowledge of computers, printers, copiers, fax machines are required.
Knowledge of operating a switchboard phone system is a must.

Nice To Haves

Experience working in an office setting, effectively and successfully within a team, knowledgeable of VDSS agency related software programs.
Ability to operate a switchboard call center, greet clients and screen needed applications.
Knowledge of maintaining the operations of agency copiers, printers, fax machines and some computer troubleshooting a plus.
Knowledge of Microsoft operating systems and Thomas Brothers are preferred however they are not required.
Knowledge of the Library of Virginia and the processes required is also beneficial.

Responsibilities

Oversees or performs fiscal duties such as accounts payable, Special Welfare, reporting and reconciling financial data, and/or participating in audits
Performs compliance assurance, records management, scheduling, data collection and analysis
Conducts research and prepares reports
Compiles and interprets multiple types of statistical data
Evaluates agency procedures, policies and programs and recommends actions
Organizes materials for brochures, publicity, and other public relations activities
Participates in special projects such as seminars
Designs, coordinates and/or disseminates information relevant to training needs of staff
Communicates program and/or agency policies, regulations, practices to County staff, vendors and the public
Provides needed updated materials that interrelate and are useful in program service development
Resolves problems and makes recommendations for improvement
May oversee or perform information systems technical support and systems security functions
Assists in budget preparation and compilation
Analyzes budget and management reports
Monitors accounts and expenditures
Makes recommendations
May plan, organize and supervise work of office, fiscal and administrative support staff and administrative functions for a program area