Administrative Assistant II

About the role

The Public Assistance and Employment Services Division is seeking a detail-oriented and client-focused professional to support daily operations in a fast-paced, service-driven environment.

Responsibilities

• Greeting and assisting clients applying for services in a public lobby setting
• Guiding clients through completing applications and forms both on paper and online
• Screnning, reviewing, and scanning documents such as applications, renewals, and verifications
• Using scanning software to store and retrieve documentation
• Entering and retrieving data from state, local, and privatized databases
• Completing tasks using Microsoft Office applications with precision
• Responding to general client inquiries in person, over the phone, and online
• Establishing and maintaining positive working relationships with clients, staff, and partner agencies
• Compiling and reporting data accurately and timely
• Communicating clearly and concisely, both orally and in writing, with internal and external stakeholders

Requirements

• Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s)
• Experience working in data systems such as VaCMS, ECMS, SVES, SPIDeR and Microsoft Office Suite applications
• Experience providing administrative support to high-level executive or management teams including producing and editing documents for style, format, and/or layout
• At least one year of full-time equivalent experience working with document imaging systems including ECMS, ScandAllPro, and PaperStream Capture
• At least one year of full-time equivalent experience in providing front-line in person customer service in a public assistance environment
• At least one year of full-time equivalent experience in the functional areas: administration support, customer service, and/or records management
• At least one year of full-time equivalent experience supporting staff in a Human Services environment

Qualifications

• Knowledge of a variety of standard office procedures
• Knowledge of specific unit terminology
• Knowledge of work done in related departments
• Communication Ability to read and comprehend relevant documents
• Information Abilities Ability to process and integrate simple data
• Interpersonal Abilities Ability to establish and maintain effective working relationships with both external and internal contacts
• Word Processing/Typing Basic skills in the use of Microsoft Word
• PC Skills Basic skills in the use of applicable Microsoft software

Benefits

Note: The assigned functional areas for this position include administrative support, customer support, and/or records management. This job announcement may be used to fill multiple positions across the department’s 4 offices. This position does have the ability to work in a hybrid environment with office hours Monday-Friday, 8:30 a.m.– 5:00 p.m.

Pay

The salary offer will not exceed the midpoint ($54,970.86 per year) of the advertised compensation range.

Schedule

This position does have the ability to work in a hybrid environment with office hours Monday-Friday, 8:30 a.m.– 5:00 p.m.