Virginia Department of Social Services

Human services for Virginians

Office Associate 2

Administrative SupportPosted on Nov 9

Full-timeStafford, VA, USA$40k - $40.8kIn-person

About the Job

Requirements

Demonstrated ability to read, write, and speak Spanish fluently using proper grammar.
Customer service experience with the public in person and over the phone.
Skill in operating a personal computer to enter and research data and associated business and agency software.
High school diploma supplemented with related clerical or administrative experience, or an equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
Working knowledge of spelling and punctuation, grammar and basic English, basic arithmetic, office etiquette, office methods and procedures, and agency office and administrative practices, policies, rules, and procedures, including form completion and formatting.
Ability to learn agency-specific mainframe applications.
Skill in operating a calculator and other office machines.
Ability to communicate effectively orally and in writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office policies, procedures, and services; multitask; maintain office records and logs; proofread; and deal with others tactfully and courteously.
Ability to develop good relationships with the public, customers, and coworkers.
Applicants are subject to criminal history, Central Registry, DMV/driving record, and pre-employment drug/alcohol checks; investigation may also include fingerprint checks, employment verification and references, relevant credit checks, and other checks requested by the hiring authority. Offers are contingent on satisfactory results.

Responsibilities

Answer phones, provide information, and refer callers to appropriate staff or community resources.
Greet visitors and customers, provide information, answer questions about agency operations, and make referrals to appropriate staff or community resources.
Post routine information and data to maintain agency records.
Set up and organize files, purge records, and maintain filing systems.
Type correspondence, memos, reports, and forms from drafts, copies, notes, or recordings.
Log statistical or fiscal data in various formats and generate reports.
Collect and distribute information, including broadcasts, mail, and faxes.
Research customer activity in mainframe and local computer applications.
Run mail using a mail processor.
Receive, sort, and distribute mail to the appropriate party.
Use computer and office equipment to input, retrieve, verify, scan, and research information.

Desired Qualifications

Experience in a local Social Services agency.
Experience using the VaCMS system to complete client inquiries.
Experience using and creating Excel spreadsheets.
Experience accurately researching, organizing, and filing electronic and paper documents.

Title Description- Office Associate II is the full performance level in the occupational group for Office Associates. Employees work in a variety of environments and may work individually or in combination with other employees. Employees are responsible for performing independently a wide variety of office support activities ranging from routine to complex following office and administrative practices, policies and procedures. Unusual issues and situations are referred to the supervisor. The Office Associate II is distinguished from the Office Associate III by the latter’s performing more complex office and program support responsibilities that require some program knowledge and the following of office and administrative practices, policies, and procedures.

***This position requires the following skill: *Bilingual - Speak, Read, & Write English & Spanish

About Working for Stafford DSS: https://vimeo.com/910172119

Stafford County Website: https://www.staffordcountyva.gov/

General Work Tasks (Illustrative Only)-

Answers phones, provides information, and refers caller to appropriate staff or community resource;
Greets visitors/customers, provides information, answers questions related to the operations of the agency and makes referrals to appropriate staff or community resource;
Posts a variety of routine information and data to keep agency records;
Sets-up, organizes files, purges records, and maintains filing systems;
Types correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings;
Logs statistical or fiscal data in a variant of formats and generates reports;
Collects and distributes information such as broadcasts, mail, and faxes;
Researches customer activity in mainframe and local computer applications;
Runs mail using mail processor;
Receives, sorts, and distributes mail to the appropriate party; and
Uses computer and office equipment to input, retrieve, verify, scan, and research information.

Knowledge, Skills, and Abilities:

Knowledge- Working knowledge of: spelling and punctuation, grammar and basic English; basic arithmetic; office etiquette, office methods and procedures; agency's office and administrative practices, policies, rules and procedures to include completion of forms and format; and office software along with the ability to learn agency-specific mainframe applications. (Those positions working with the mail may have to have some knowledge of the postal regulations and locations of various departments.) Customer service experience with the public in person and over the phone.

Skills- Skill in: operating personal computer and associated business and agency software; and operating calculator and other office machines. Skill in research data and associated business and agency software.

Abilities- Demonstrated ability to: work well with others; perform basic mathematics; communicate effectively both orally and in writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office policies, procedures and services; multi-task; keep office records and logs; proofread; deal with others using tact and courtesy; and developing good relationships with public, customers, and co-workers. Demonstrated ability to read, write, and speak Spanish fluently using proper grammar.

Education and Experience- High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Minimum Qualifications:

Demonstrated ability to read, write, and speak Spanish fluently using proper grammar.

Customer service experience with the public in person and over the phone.

Skill in operating a personal computer to enter and research data and associated business and agency software.

High school diploma supplemented with related clerical or administrative experience which provides the required knowledge, skills, and abilities.

Preferred Qualifications:

Experience in a local Social Services agency.

Experience using the VaCMS system to complete client inquiries.

Experience using and creating Excel spreadsheets.

Experience accurately researching, organizing, and filing electronic and paper documents.

Special Requirements:

Applicants will be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and pre-employment drug/alcohol screen. The investigation may include fingerprint checks, employment verification/references & credit checks (relevant to employment), and other checks requested by the hiring authority. All offers of employment are contingent upon satisfactory results of the required checks and screenings.

Special Instructions to Applicants:

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

Minimum Salary: $40,040.00

Maximum Salary: $40,830.00

About the Company

Virginia Department of Social Services

Human services for Virginians

Virginia Department of Social Services is the state agency that designs and administers human-service programs for people and families across Virginia. Its responsibilities include food and energy assistance, foster care and adoption, child support, licensing, and abuse and neglect prevention. The department works with local social-services agencies and community partners to deliver benefits, protection, and family support. The agency spans benefits administration, protection, family services, regulation, and statewide oversight while providing policy, systems, funding, training, and operational support to Virginia’s locally administered social-services network.

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