Office Associate III

Virginia Department of Social Services•Petersburg, VA

2d•Onsite

About The Position

This role involves a variety of administrative and clerical tasks to support office operations. The Associate will be responsible for managing correspondence, maintaining records, assisting with fiscal and personnel documents, and providing information to customers. The position requires strong organizational, communication, and computer skills, with the ability to troubleshoot minor technical issues and potentially train other staff. The role may also involve preparing purchase orders, processing payments, and handling petty cash. A high school diploma supplemented with related experience is required, and applicants must be willing to undergo background checks and assist in emergency shelters if needed.

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.
Demonstrated ability to file alphabetically or numerically.
Demonstrated ability to proofread.
Demonstrated ability to 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.
Demonstrated ability to 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

Type or transcribe correspondence, memos, minutes, reports, or originals from rough draft, clear copy, recordings, shorthand, or notes.
Compose routine correspondence and memos.
Proofread written and numerical documents.
Set appointments for interviews or meetings.
Record inventory, statistical or fiscal data in a variety of formats and compile informational reports as needed.
Handle or contribute to reports and other documents, including fiscal and personnel documents, of intermediate scope and impact.
Provide information to customers regarding programs, policies, and rules of the department; handle inquiries from others regarding services.
Perform research in automated and paper systems.
Set up and organize files.
Purge records.
Maintain filing systems.
Troubleshoot minor computer problems sufficient to resolve or submit service requests; call in trouble tickets.
Provide guidance and training to other clerical staff and office volunteers.
Prepare purchase orders and other internal documents.
Process items for payments and handle petty cash.