Office Associate III

Virginia Department of Social Services • Verona, VA

9h • Onsite

About The Position

This is an office/clerical position located at the front desk, serving as the first point of contact for citizens needing assistance or services from Shenandoah Valley Social Services. The role requires excellent communication skills, diplomacy, and tact in a fast-paced environment. The receptionist is responsible for greeting customers, answering a multi-line phone, and routing calls appropriately, while maintaining courtesy and respect at all times. The position involves performing a broad variety of office and program support responsibilities, applying program knowledge and administrative practices to specific office support activities.

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, 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.
• Skills in operating a personal computer, printer, scanner, and a variety of standard office machines and equipment.
• Some skill in performing basic maintenance of computer systems and general office equipment, including troubleshooting 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 drafts.
• 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.
• Experience in professional interaction with the general public by phone and in person.
• Proficient in the use of various computer software programs and data entry.
• Minimum of a 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.
• All employees must have a valid driver’s license to operate a motor vehicle in the state of Virginia.
• Driving record must meet agency requirements.
• Employee must be willing to work in the community emergency shelter in the event of a natural disaster or emergency.

Nice To Haves

• Bilingual Spanish Speaking.
• Working knowledge of basic Social Services programs and operating systems.
• Working knowledge of standard office practices and procedures.

Responsibilities

• Answering routine questions concerning programs and services offered by the Department.
• Distributing program applications and ensuring customers receive service in a timely manner.
• Opening and distributing mail to the appropriate worker/unit.
• Conducting data inquiry through authorized state databases to determine customer status and direct them to the appropriate worker.
• Logging customers into the computer registration database.
• Assisting in providing emergency shelter as mandated and required.
• Performing general office tasks including typing, filing, distributing mail and faxes, taking messages, operating general office equipment, copying, and other general clerical duties.
• Completing other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees