Office Associate II
About The Position
Office Associate 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. This position requires the candidate to be bilingual (English & Spanish). 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. Working independently and communicating in both English and Spanish while greeting agency visitors, copying, scanning, and accepting paperwork, and determining the appropriate contact within the agency or the community to maintain an orderly flow of traffic in the lobby.
Requirements
- Demonstrated ability to read, write, and speak Spanish fluently using proper grammar.
- Customer service experience with the public in person and over the phone.
- Skill in operating a personal computer to enter and research data and associated business and agency software.
- High school diploma supplemented with related clerical or administrative experience which provides the required knowledge, skills, and abilities.
Nice To Haves
- Experience in a local Social Services agency.
- Experience using the VaCMS system to complete client inquiries.
- Experience using and creating Excel spreadsheets.
- Experience accurately researching, organizing, and filing electronic and paper documents.
Responsibilities
- Answers phones, provides information, and refers caller to appropriate staff or community resource
- Greets visitors/customers, provides information, answers questions related to the operations of the agency and makes referrals to appropriate staff or community resource
- Posts a variety of routine information and data to keep agency records
- Sets-up, organizes files, purges records, and maintains filing systems
- Types correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings
- Logs statistical or fiscal data in a variant of formats and generates reports
- Collects and distributes information such as broadcasts, mail, and faxes
- Researches customer activity in mainframe and local computer applications
- Runs mail using mail processor
- Receives, sorts, and distributes mail to the appropriate party
- Uses computer and office equipment to input, retrieve, verify, scan, and research information.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
