Administrative Program Assistant II

Virginia Department of Social Services • Newport News, VA

1d

About The Position

ESSENTIAL JOB FUNCTIONS Coordinates the administrative operations and workflow for an assigned division. Performs complex administrative support work that requires interpretation and judgement by entering data, scanning documents, updating information in computerized systems, contacting vendors, researching data to resolve complaints/issues, receiving mail, processing and composing correspondence and documents, ordering office supplies, and answering telephone inquiries. Plans, coordinates, and prepares agenda, memos, and minutes for various meetings; makes necessary meeting arrangements; attends meetings to record the minutes. Coordinates, processes, and records financial information and transactions to include revenue collections; tracks late payments, late fees and insufficient funds collections; institutes program suspensions when necessary. Responsible for division record retention activities in accordance with the Library of Virginia record retention schedule. Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances. Screens and responds to inquiries and complaints; provides information on policies and procedures. Performs other duties as assigned.

Requirements

• Entering data
• Scanning documents
• Updating information in computerized systems
• Contacting vendors
• Researching data to resolve complaints/issues
• Receiving mail
• Processing and composing correspondence and documents
• Ordering office supplies
• Answering telephone inquiries
• Planning, coordinating, and preparing agenda, memos, and minutes for various meetings
• Making necessary meeting arrangements
• Attending meetings to record the minutes
• Coordinating, processing, and recording financial information and transactions
• Tracking late payments, late fees and insufficient funds collections
• Instituting program suspensions when necessary
• Responsible for division record retention activities
• Interacting with the public and others outside the work unit to obtain and provide information and assistance
• Screening and responding to inquiries and complaints
• Providing information on policies and procedures

Responsibilities

• Coordinates the administrative operations and workflow for an assigned division.
• Performs complex administrative support work that requires interpretation and judgement by entering data, scanning documents, updating information in computerized systems, contacting vendors, researching data to resolve complaints/issues, receiving mail, processing and composing correspondence and documents, ordering office supplies, and answering telephone inquiries.
• Plans, coordinates, and prepares agenda, memos, and minutes for various meetings; makes necessary meeting arrangements; attends meetings to record the minutes.
• Coordinates, processes, and records financial information and transactions to include revenue collections; tracks late payments, late fees and insufficient funds collections; institutes program suspensions when necessary.
• Responsible for division record retention activities in accordance with the Library of Virginia record retention schedule.
• Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances.
• Screens and responds to inquiries and complaints; provides information on policies and procedures.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed