Administrative Support Specialist III

2 mesi fa

Verona, Veneto, Italia Commonwealth of Virginia A tempo pieno

Compensation Range: $36,141 to $37,948

Employment Type: Full Time

This role involves providing administrative and clerical support to the Prevention Services and Children's Services Act (CSA) units. The position encompasses a wide range of office and program support tasks that necessitate the application of program knowledge along with office and administrative practices, policies, and procedures.

Key Responsibilities:

  • Manage case openings, closures, and purges in compliance with state and local regulations.
  • Oversee the CSA accounting email, ensuring reports are matched with invoices for processing.
  • Handle incoming faxes and mail, directing communications to the appropriate personnel.
  • Draft correspondence, schedule appointments, and maintain both physical and electronic filing systems for the Prevention and CSA units.
  • Provide information to callers and facilitate referrals.
  • Prepare, record, and distribute documentation for meetings, including minutes, agendas, and sign-in sheets.
  • Maintain calendars and schedules for the unit, as well as manage timesheet submissions.
  • Process and collect copayments related to CSA cases.
  • Gather and monitor case-specific data.
  • Offer resources and information to diversionary placements.
  • Process court orders and ensure timely delivery to the designated worker.
  • Submit and track referrals for the Prevention and CSA units.
  • Keep records of vehicle travel and maintenance for the units.
  • Respond to routine inquiries regarding departmental activities, programs, policies, and procedures.
  • Perform additional duties as assigned to support agency operations.

Required Knowledge:

  • Familiarity with office practices, equipment, and standard clerical techniques.
  • Understanding of terminology, principles, and methods relevant to the assigned area.
  • Proficiency in Business English, including spelling, punctuation, grammar, and basic arithmetic.
  • Basic knowledge of bookkeeping may be necessary.

Essential Skills:

  • Proficient in operating a personal computer for data entry and retrieval.
  • Experience with word processing, spreadsheet, database, and scheduling software.
  • Ability to operate office equipment such as printers, copiers, and fax machines.
  • Basic maintenance of computer systems and office equipment may be required.

Demonstrated Abilities:

  • Interpret policies and procedural guidelines effectively.
  • Follow established procedures and accept direction.
  • Compile accurate reports from records and type efficiently.
  • Communicate effectively in both oral and written forms.
  • Exercise independent judgment and initiative in task completion.
  • Maintain tact and courtesy in public interactions.
  • Establish and sustain effective working relationships.
  • Stay informed about changes in policies and procedures.
  • Perform calculations involving percentages and decimals.
  • Read and comprehend assigned reports.
  • Create and maintain spreadsheets using Microsoft Office and Google Sheets.
  • Utilize the internet for research and professional communication.
  • Conduct effective interviews, both in-person and via telephone.
  • Deliver excellent customer service.

Minimum Qualifications:

  • High school diploma with relevant secretarial or administrative experience in social services or a related field, or an equivalent combination of training and experience.
  • Valid driver's license in the Commonwealth of Virginia.
  • Successful completion of the agency's background checks.

All candidates must be prepared to undergo a thorough background investigation, which may include various checks as required by the hiring authority. A valid driver's license is necessary for this position.

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