Office Associate III

Virginia Department of Social Services • Washington, VA

2d • Onsite

About The Position

The Rappahannock County Department of Social Services has an introductory
opportunity for the person who wants to be a part of positive change in families
and communities!  We are looking for an Office Associate III to be part of our
energetic and committed team as we serve Rappahannock citizens with pride and in
partnership with the community. 

As an agency, we believe in the power of the team, exercising creativity and
commitment in meeting the needs of our clients and community, and growing our
agency and ourselves. Work-Life harmony is an agency core value. The county also
offers a great benefit package that includes participation in the Virginia
Retirement System, employer paid life and disability insurance, paid holidays,
annual leave and sick leave, and affordable options for medical, dental and
vision insurance.

The position is 100% on-site, Monday – Friday, 8:00 AM to 4:00 PM.  This
position staffs the agency front desk in addition to handling phone calls coming
into the agency primary line and many times is the first person to meet someone
just getting started with services with the agency.  The RCDSS team relies on
this position to be a positive and helpful agency representative to all persons
visiting or contacting the agency. 

Office Associate III is the advanced level in the occupational group for Office
Associates.  Employees work in a service or administrative program area(s)
performing a broad variety of office and program support responsibilities that
require applying some program knowledge and office and administrative practices,
policies and procedures to perform specific office support activities. 
Employees may serve as a lead worker and provide guidance to office support
staff or others. The

Office Associate III is distinguished from the Administrative Program Assistant
I class in that employees in the latter class perform complex office and
administrative support duties in a specialized program area such as in
accounting, human resources, information technology and have a working knowledge
of the program area and technical aspects. The Office Associate III is
distinguished from the Office Supervisor in that supervisors spend a majority of
their time in supervisory activities such as handling personnel issues and
assigning and reviewing the work of others.

General Work Tasks (Illustrative Only):

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; 

Sets up and organizes 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; 

Prepares purchase orders and other internal documents; and 

Processes items for payments and handles petty cash. 

Knowledge, Skills, and Abilities: 

Considerable knowledge of office and administrative practices, policies and
procedures as related to assigned program and office support activities;
spelling, grammar and punctuation; office terminology, procedures, and equipment
technology and office software programs; and 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 skill in performing basic maintenance of computer system and
general office equipment to include some troubleshooting of automation equipment
problems.  Demonstrated ability to organize information and develop/maintain
records in various formats; communicate effectively both orally and in writing;
follow written and oral instructions; establish and maintain effective working
relationships with coworkers, customers, other public and private agencies, and
the public sometimes under stressful situations; collect and disseminate
information; make computations with speed and accuracy; file alphabetically or
numerically; proofread; type from clear copy or draft; make minor decisions in
accordance to regulations and established practices; advise and interpret
policies and procedures in researching and resolving inquiries, requests and
complaints; and act as a leader to other clerical staff.

Education and Experience: 
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. 

Special Requirements
Applicants will undergo a criminal history record check through the Central
Criminal Records Exchange and a search of the Virginia Child Abuse Central
Registry and may be subject to additional background checks including a
DMV/driving record check, pre-employment drug screening, local agency checks,
employment verification and references, verification of education (relevant to
employment}, credit checks (relevant to employment), and other checks as
determined necessary and appropriate to the position to be filled.

All offers of employment are contingent upon satisfactory results of the
required checks and screenings.
Employee must be willing to work in community emergency shelter in the event
of a natural disaster or emergency, or work during unscheduled office
closures if needed.

Special Instructions to Applicants

Applications for this position must be submitted electronically through this
website. Mailed, e-mailed, faxed, or hand delivered applications will not be
accepted.  Consideration for an interview is based solely on the information
within the application and/or resume.  Applicants are encouraged to provide a
complete list of relevant work experience and qualifications in the applicable
sections of application.

Requirements

• Considerable knowledge of office and administrative practices, policies and procedures as related to assigned program and office support activities
• spelling, grammar and punctuation
• office terminology, procedures, and equipment technology and office software programs
• 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 skill in performing basic maintenance of computer system and general office equipment to include some troubleshooting of automation equipment problems
• Demonstrated ability to organize information and develop/maintain records in various formats
• communicate effectively both orally and in writing
• follow written and oral instructions
• establish and maintain effective working relationships with coworkers, customers, other public and private agencies, and the public sometimes under stressful situations
• collect and disseminate information
• make computations with speed and accuracy
• file alphabetically or numerically
• proofread
• type from clear copy or draft
• make minor decisions in accordance to regulations and established practices
• advise and interpret policies and procedures in researching and resolving inquiries, requests and complaints
• 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
• Sets up and organizes 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
• Prepares purchase orders and other internal documents
• Processes items for payments and handles petty cash

Benefits

• participation in the Virginia Retirement System
• employer paid life and disability insurance
• paid holidays
• annual leave and sick leave
• affordable options for medical, dental and vision insurance

What This Job Offers

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