Administrative Program Assistant

Position: Administrative Program Assistant 1
Hiring Range: $20.00 Hour to $20.00 Hour

Full Time or Part Time:
Part Time

Additional Detail

Administrative Program Assistant Part Time - The position supports the overall efficiency of the department by performing an array of front office and program-related tasks, including:
Serve as the initial point of contact for visitors and incoming calls, providing information and directing inquiries appropriately;
Support the Benefit Programs Unit by assisting with administrative tasks related to childcare and housing, in addition to aiding the CSA Coordinator, Administrative Manager, and Director;
Register and log applications, ensuring accurate data entry;
Contact applicants and schedule appointments;
Record and maintain daily data to track departmental activities and support reporting needs;
Manage confidential and highly sensitive information;
Research and relay program-related material;
Respond to client inquiries;
Communicate key details about department programs, services, and policies;
Interpret state documentation;
Upload client verification documents into the case management system; and Other duties as assigned. 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;
Sets up hardware or loads software under carefully controlled parameters;
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.

Minimum Qualifications - The candidate must possess the following: a high school diploma, comprehensive knowledge of office and administrative practices, along with expertise in Microsoft Office Suite and standard office equipment;
Exceptional verbal and written communication skills with the ability to effectively interact with diverse populations;
Ability to read, understand, and analyze written materials and oral instructions, exercise sound judgement, and uphold discretion;
Strong organizational skills, including the ability to manage multiple tasks; emotional intelligence and interpersonal skills to foster relationships with staff, community partners, and vendors; and proficiency in basic arithmetic and the ability to interpret, apply, and comply with policies, procedures, and regulations.

The role involves occasional work in the community that may occur outside of standard business hours.

There are no telework options associated with this position.

This is part time position requires 20 hours per week, Monday through Friday, between 12:00PM and 4:00PM.

Preferred Qualifications - High school diploma with supplemental clerical or administrative experience in a local Department of Social Services or related field or any equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities.

Bilingual - English and Spanish with proficiency in reading, speaking, and writing.

Special Requirements - Applicants may be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and/or pre-employment drug screen. The investigation may include a fingerprint check (State Police, FBI), local agency screening, employment verification and references, proof of educational history (relevant to employment), credit assessment (relevant to employment), and other inquiries requested by the hiring authority.

All offers of employment are contingent upon satisfactory results from the required investigations.

Valid Commonwealth of Virginia driver's license is required, in addition to a driving record that meets agency standards.

Must be willing to participate in community shelter operations…