Office Associate II

Virginia Department of Social Services•Portsmouth, VA

10d•Onsite

About The Position

Under general supervision, this position performs a variety of routine clerical functions in support of departmental activities. Reports to the Office Supervisor. Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; and receives inquiries from the public and provides general program information to clients. Utilizes Online Automated Services Information System (OASIS), computerized data entry equipment and various word processing, and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; and establishing files and modifying existing files. Maintains directories and policy and procedure manuals by inserting transmittals that contain revisions, clarification and revised policies from federal and state authorities; and maintains calendars and schedules appointments. Answers telephone or greets visitors; receives inquiries and complaints, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel, as necessary; and routes messages for department personnel, as necessary. Establishes and maintains a variety of tangible files, filing and retrieving information as requested or otherwise necessary; prepares photocopies of various documents; sorts and distributes incoming mail; and maintains office supplies and order forms for state and local forms, and schedules maintenance and service calls for office equipment and machinery. Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Requirements

Considerable knowledge of modern office practices and procedures.
Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
General knowledge of the policies and procedures, organization and function of the department.
Skilled in the operation of common office equipment, including popular computer-drive word processing and file maintenance programs.
Able to screen communications and, based on content, handle independently or route to proper source.
Able to correct spelling, grammatical, punctuation and typing errors.
Able to use independent judgment in organizing and establishing format.
Able to gather information from a variety of sources and draft documents.
Able to establish and maintain moderately complex files.
Able to communicate effectively orally and in writing.
Able to exercise tact and courtesy in frequent contact with the general public.
High School Diploma and 2-3 years of progressively responsible administrative work experience including computer operations; or an equivalent combination of education and experience.
Acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.
Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, calculator, facsimile machine, copier, multi-line telephone systems, etc.
Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
Ability to compare and or judge the readily observable, functional, structural, or composite characteristics of data, people or things.
Ability to speak and or signal people to convey exchange information.
Ability to receive instructions, assignments and/or directions from supervisors.
Ability to read a variety of correspondence, forms, reports, etc.
Ability to prepare correspondence, forms, reports, etc. using prescribed formats and conforming to all rules of punctuation, grammar, diction and style.
Ability to speak to people with poise, voice control and confidence.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form.
Ability to deal with problems involving several concrete variables in or from standardized situations.
Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Possess a basic working knowledge of accounting, clerical and computer operation terminology.
Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
Ability to inspect items for proper length, width and shape.
Ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.
Ability to handle a variety of items, such as office equipment.
Minimal levels of eye/hand/foot coordination.
Ability to differentiate between colors and shades of color.
Ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under stress and when confronted with persons acting under stress.
Ability to talk and/or hear.
Must be able to communicate via telephone.

Nice To Haves

In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Responsibilities

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval.
Reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.
Generates reports and records.
Receives inquiries from the public and provides general program information to clients.
Utilizes Online Automated Services Information System (OASIS), computerized data entry equipment and various word processing, and/or file maintenance programs to enter, store and/or retrieve information.
Establishes and modifies existing files.
Maintains directories and policy and procedure manuals by inserting transmittals.
Maintains calendars and schedules appointments.
Answers telephone or greets visitors.
Receives inquiries and complaints, providing information or referring callers to appropriate personnel.
Routes messages for department personnel.
Establishes and maintains a variety of tangible files, filing and retrieving information.
Prepares photocopies of various documents.
Sorts and distributes incoming mail.
Maintains office supplies and order forms.
Schedules maintenance and service calls for office equipment and machinery.