Administrative Program Assistant II

Virginia Department of Social Services•Courtland, VA

About The Position

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.

Requirements

Considerable knowledge of general clerical and administrative practices and procedures.
Considerable knowledge of modern office practices, procedures and equipment.
Considerable knowledge of bookkeeping and budget preparation.
Considerable knowledge of word processing, spreadsheet and data base and graphic software packages.
Some knowledge of basic techniques in conducting planning, research, evaluative and statistical work.
Some knowledge of effective supervisory principles.
Some knowledge of policies, practices and procedures of the assigned program areas.
Skill in operating a variety of automated office equipment to include calculator, fax/copier.
Skill in the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs.
Demonstrated ability to effectively use common business and agency software packages.
Demonstrated ability to research, interpret, understand, apply and communicate agency program and service information.
Demonstrated ability to provide operational and administrative support to professionals in assigned agency programs and services.
Demonstrated ability to assist with the measurement of program performance against goals and objectives.
Demonstrated ability to systematically compile data, interpret and report monitoring and evaluation findings.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated ability to work effectively with other employees, professionals, and with the public.
Demonstrated ability to exercise discretion and make sound decisions relative to assigned program area.

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.