Administrative Support II

Virginia Department of Social Services•Alexandria, VA

8h•$34,270 - $45,908•Onsite

About The Position

Office Associate II (Administrative Support II) is the full performance level in the occupational group for Office Associates. Employees work in a variety of environments and may work individually or in combination with other employees. Employees are responsible for performing independently a wide variety of office support activities ranging from routine to complex following office and administrative practices, policies and procedures. Unusual issues and situations are referred to the supervisor. The Office Associate II is distinguished from the Office Associate III by the latter’s performing more complex office and program support responsibilities that require some program knowledge and the following of office and administrative practices, policies, and procedures. The Administrative Support II is responsible for facilitating all administrative related work for the Workforce Development Career Center (WDC). The incumbent works under the direction of the Business Services and Community Partnership Supervisor. Additionally, the incumbent is responsible for providing administrative support to jobseekers visiting the Workforce Development Center. The incumbent should have excellent customer services skills and strong organizational and interpersonal skills.

Requirements

High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Working knowledge of spelling and punctuation, grammar and basic English.
Working knowledge of office etiquette, office methods and procedures.
Working knowledge of agency's office and administrative practices, policies, rules and procedures to include completion of forms and format.
Working knowledge of office software along with the ability to learn agency-specific mainframe applications.
Skill in operating personal computer and associated business and agency software.
Skill in operating calculator and other office machines.
Demonstrated ability to work well with others.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated ability to follow written and oral instructions.
Demonstrated ability to file accurately.
Demonstrated ability to research files and organize information.
Demonstrated ability to understand, apply, and communicate office policies, procedures and services.
Demonstrated ability to multi-task.
Demonstrated ability to keep office records and logs.
Demonstrated ability to deal with others using tact and courtesy.
Demonstrated ability to developing good relationships with public, customers, and co-workers.

Nice To Haves

Some clerical experience and completion of high school level courses in bookkeeping, arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Fluency in English and bilingual in Spanish, Dari, Pashto, Arabic, and / or Amharic.
Extensive experience using Microsoft Office applications, including Word, Excel, and Teams.

Responsibilities

Greets and registers guests, manages visitor access badges, and provides excellent customer service in person and by phone.
Schedules meetings, coordinates calendars, reserves conference rooms, and arranges catering for meetings and office functions.
Provides daily administrative support to supervisors and senior management, ensuring efficient scheduling, communication, and task coordination.
Performs general office management duties, including reception coverage, records management, supply ordering, mail handling, and maintaining inventory.
Rotates between the Career Center and Front Desk, supporting client intake, triage, and inquiries while maintaining a welcoming and professional environment.
Tracks and reports building maintenance needs.
Coordinates with appropriate staff to resolve issues promptly.
Enters and maintains client data in the Workforce Development Center (WDC) tracking system and ensures all records, case notes, and reports are complete and accurate.
Supports workshops and events for job seekers by coordinating logistics and assisting with facilitation and evaluation.
Reviews outgoing correspondence and reports for proper format, accuracy, and compliance with established policies.
Collects, analyzes, and utilizes customer service data to improve front desk, career center, and program operations.
Operates standard office equipment such as printers, copiers, fax machines, postage machines, and scanners.
Ensures proper onboarding of incubator members, including providing building information, signage, and directory updates.
Maintains discretion and confidentiality when handling sensitive information and communications.
Works effectively both independently and as part of a team in a fast-paced environment with shifting priorities and tight deadlines.
Performs other job-related duties as assigned to support overall office and program operations.