Office Associate II

New LHRC External Career Site•Stafford, VA

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

Working knowledge of: spelling and punctuation, grammar and basic English; basic arithmetic; office etiquette, office methods and procedures; agency's office and administrative practices, policies, rules and procedures to include completion of forms and format; and office software along with the ability to learn agency-specific mainframe applications. (Those positions working with the mail may have to have some knowledge of the postal regulations and locations of various departments.)
Skill in: operating personal computer and associated business and agency software; and operating calculator and other office machines.
Demonstrated ability to: work well with others; perform basic mathematics; communicate effectively both orally and in writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office policies, procedures and services; multi-task; keep office records and logs; proofread; deal with others using tact and courtesy; and developing good relationships with public, customers, and co-workers.
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.
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