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Administrative Program Assistant I

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Commonwealth of VA Careers

Naxera, VA, US

16 days ago
full-time
professional certification mentioned

Job highlights

Qualification

Demonstrated experience of office and administrative practices, policies as related to financial and office support activities; spelling, grammar, and punctuation; office terminology, procedures, and equipment technology and office software programs including Microsoft Office; and mathematics to calculate percentages, formulas, and averages to solve mathematical problems. Skill in operating a personal computer, printer, scanner, and a variety of standard office machines and equipment. Demonstrated ability to develop spreadsheets using formulas, organize information, and develop & maintain records in various formats; communicate effectively, both orally and in writing; follow written and oral instructions; multi-task; establish and maintain effective working relationships with co-workers, 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; make sound decisions in accordance with 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 administrative staff. Demonstrated experience interacting with all levels of agency personnel and the public. Experience working with confidential material. Exercise discretion and make sound decisions relative to financial and personnel assigned duties. Education and Experience- High school diploma supplemented with post-secondary coursework in office or business administration, accounting, computer science or related field, and clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Applicants are subject to a Criminal History Background search, including an FBI Fingerprint Background search, Central Registry search, DMV/driving record check. All offers of employment are contingent upon satisfactory results of the required checks and screening. APPLICANT MUST INCLUDE COMPLETE WORK HISTORY WITH DETAILED JOB DUTIES OR TASKS

Responsibility

Administrative Program Assistant I represents a variety of office and administrative specialists such as fiscal, human resource, procurement and other administrative and office specialists. Employees in this class perform complex office and administrative support duties in a specialized program areas such as in accounting, human resources, information technology and are responsible for composing routine and non-routine correspondence; proofreading or reviewing others’ work; preparing or contributing to various reports; having frequent contact with others in administrative program areas to advise others; making compliance decisions; and dealing with information that is sensitive and confidential. The Administrative Program Assistant I class is distinguished from the Administrative Program Assistant II class by the latter’s performing paraprofessional activities, acting as an assistant to professionals, and having responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action;. Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities;. Makes recommendations to improve services, collections or other products by comparing data such as production reports, transactions or fiscal summaries;. Interprets, explains and gathers information regarding specific program services, polices, and procedures;. Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports;. Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; and. May serve as a leader for other clerical or administrative employees providing training and guidance. Completes other duties as assigned

Benefits

  • Hiring Range: $38,607.00 (May be higher depending on qualifications and budgetary considerations)
  • Retirement Savings

Job Description

Description

Full Time or Part Time: Full Time Additional Detail Administrative Program Assistant I represents a variety of office and administrative specialists such as fiscal, human resource, procurement and other administrative and office specialists. Employees in this class perform complex office and administrative support duties in a specialized program areas such as in accounting, human resources, information technology and are responsible for composing routine and non-routine correspondence; proofreading or reviewing others’ work; preparing or contributing to various reports; having frequent contact with others in administrative program areas to advise others; making compliance decisions; and dealing with information that is sensitive and confidential. The Administrative Program Assistant I class is distinguished from the Administrative Program Assistant II class by the latter’s performing paraprofessional activities, acting as an assistant to professionals, and having responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. General Work Tasks (Illustrative Only) – • Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action; • Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities; • Makes recommendations to improve services, collections or other products by comparing data such as production reports, transactions or fiscal summaries; • Interprets, explains and gathers information regarding specific program services, polices, and procedures; • Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports; • Proofreads work of others; • Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; and • Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence. • May serve as a leader for other clerical or administrative employees providing training and guidance. Hiring Range: $38,607.00 (May be higher depending on qualifications and budgetary considerations) Minimum Qualifications • Demonstrated experience of office and administrative practices, policies as related to financial and office support activities; spelling, grammar, and punctuation; office terminology, procedures, and equipment technology and office software programs including Microsoft Office; and mathematics to calculate percentages, formulas, and averages to solve mathematical problems. • Skill in operating a personal computer, printer, scanner, and a variety of standard office machines and equipment. • Demonstrated ability to develop spreadsheets using formulas, organize information, and develop & maintain records in various formats; communicate effectively, both orally and in writing; follow written and oral instructions; multi-task; establish and maintain effective working relationships with co-workers, 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; make sound decisions in accordance with 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 administrative staff. • Demonstrated experience interacting with all levels of agency personnel and the public. • Experience working with confidential material. • Exercise discretion and make sound decisions relative to financial and personnel assigned duties. Completes other duties as assigned. Education and Experience- High school diploma supplemented with post-secondary coursework in office or business administration, accounting, computer science or related field, and clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Preferred Qualifications • Minimum of 2 years demonstrated experience working with Government financial software systems performing fiscal duties such as accounts payable, payroll, reporting and reconciling financial data, participating in audits; performs compliance assurance, data collection and analysis, conducts research and prepares reports. • Experience working in a local social services agency including the use of Virginia Department of Social Services software. • Experience in coordinating professional level meetings. • Experience providing administrative support to executive leadership. Special Requirements • Applicants are subject to a Criminal History Background search, including an FBI Fingerprint Background search, Central Registry search, DMV/driving record check. • All offers of employment are contingent upon satisfactory results of the required checks and screening. Special Instructions - Applications for this position must be submitted through this website. Mailed, emailed, faxed, or hand delivered applications will not be accepted. Consideration for an interview is based solely on the information within the application. • APPLICANT MUST INCLUDE COMPLETE WORK HISTORY WITH DETAILED JOB DUTIES OR TASKS. • If applicable, include periods of unemployment. This website will provide a confirmation receipt when the application is submitted for consideration. Please refer to your LDSS Careers Portal account for the status of your application for this position.