Office Associate III

Virginia Department of Social Services•Petersburg, VA

1d•Onsite

About The Position

This role involves a variety of administrative and clerical tasks to support office operations. Responsibilities include typing, transcribing, composing correspondence, proofreading documents, scheduling appointments, managing inventory and data, compiling reports, and providing information to customers. The position also requires research, filing, record maintenance, basic troubleshooting of computer issues, and potentially training other staff. Additionally, the role involves preparing purchase orders, processing payments, and handling petty cash.

Requirements

Considerable knowledge of office and administrative practices, policies and procedures as related to assigned program and office support activities.
Considerable knowledge of spelling, grammar and punctuation.
Considerable knowledge of office terminology, procedures, and equipment technology and office software programs.
Considerable knowledge of mathematics to calculate percentages, formulas and averages to solve mathematical problems.
Some knowledge of elementary bookkeeping and accounting.
Skill in operating a personal computer, printer, scanner, and a variety of standard office machines and equipment.
Some skills in performing basic maintenance of computer system and general office equipment include some troubleshooting of automation equipment problems.
Demonstrated ability to organize information and develop/maintain records in various formats.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated ability to follow written and oral instructions.
Demonstrated ability to multi-task.
Demonstrated ability to establish and maintain effective working relationships with coworkers, customers, other public and private agencies, and the public sometimes under stressful situations.
Demonstrated ability to collect and disseminate information.
Demonstrated ability to make computations with speed and accuracy; file alphabetically or numerically; proofread; type from clear copy or draft.
Demonstrated ability to make minor decisions in accordance with regulations and established practices.
Demonstrated ability to advise and interpret policies and procedures in researching and resolving inquiries, requests and complaints, and act as a leader to other clerical staff.
High school diploma supplemented with related clerical or administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Responsibilities

Types or transcribes correspondence, memos, minutes, reports or originals from rough draft, clear copy, recordings, shorthand, or notes.
Composes routine correspondence and memos.
Proofreads written and numerical documents.
Sets appointments for interviews or meetings.
Records inventory, statistical or fiscal data in a variety of formats and compiles informational reports as needed.
Handles or contributes to reports and other documents, including fiscal and personnel documents, of intermediate scope and impact.
Provides information to customers regarding programs, policies and rules of the department; handles inquiries from others regarding services.
Performs research in automated and paper systems.
Set up and organize files.
Purges records.
Maintains filing systems.
Troubleshoots minor computer problems sufficient to resolve or submit service requests; calls in trouble tickets.
May provide guidance and training to other clerical staff and office volunteers.
Prepare purchase orders and other internal documents.
Processes items for payments and handles petty cash.