Administrative Assistant III

General Statement of Job

Under general supervision, performs complex, skilled clerical, technical, and responsible administrative work that requires an awareness of all aspects of the operations of the department. Position is responsible to independently prepare routine correspondence; compiles information for reports; maintains files of a variety of records, reports, and documents; coordinating and maintaining calendars and schedules. Position also involves considerable general public contact in providing information and receiving inquiries or complaints. Position must exercise independent judgment, confidentiality, and initiative in completing assignments. Position must also exercise considerable tact and courtesy.

Special Duties & Responsibilities

Social Services:

* Performs general clerical tasks, which may include making copies, sending/receiving faxes, sorting/distributing incoming mail, or preparing outgoing mail.
* Maintains file system of various accounts, manuals, directories, and records; prepares and sets up files; sorts/organizes documents; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents following state schedules.
* Compiles data pertaining to department programs, client information, reimbursements, and other data; retrieves, manipulates, and manages data to meet various reporting requirements; researches data as needed; makes applicable calculations; prepares/generates reports; maintains records.
* Develops and prepares a variety of computerized financial/statistical reports and correspondence for DSS/Children's Services Act (CSA) purposes; develops formats for reports; prepares, generates, and submits reports required by reporting agencies, in compliance with all reporting requirements and within designated timeframes; ensures timely submission of reports to appropriate agencies/individuals.
* Prepares or completes various forms, reports, correspondence, consent to exchange lists, financial contract lists, reimbursement reports, pool reports, vendor reports, budget reports, spreadsheets, agency handbooks, or other documents.
* Utilizes computerized payment system; processes purchase orders, check requests, case actions, vendor invoices, and report of collections per established procedures; reviews for accuracy, makes applicable calculations, and researches discrepancies; codes invoices, enters data into a computer, and forwards for payment. Monitors unfiled vendor invoice reports for outstanding purchase orders created for approved services and not paid to date to vendors.
* Coordinates meetings; schedules meeting dates and locations; prepares agendas, meeting packets, and related materials; records and transcribes meeting minutes; distributes documentation and maintains records.
* Receives various forms, reports, correspondence, consent/exchange forms, new case information/vendor forms, case updates, client payments, reimbursement reports, expense reports, service/vendor contracts, budget documents, proposals, payroll sheets, warrant registers, warrant reports, agendas, manuals, directories, reference materials, or other documentation; and reviews, completes, processes, forwards or retains as appropriate.
* Communicates with supervisor, employees, other departments, committee members, vendors, state/federal agencies, social service agencies, the public, outside agencies, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems; provides information and answers questions relating to audits of financial, program or case records.
* Assists internal staffing process, schedules interviews, supports onboarding of new hires, enters Local Employee Tracking System (LETS) data, enters administrative payroll journal entries; and trains staff on the use of computer systems.
* Maintains office inventory; orders supplies, furniture, and print shop materials, and surplus items; maintains office sanitation stations, manages building maintenance requests and performs fleet management.
* Coordinates travel arrangements, accommodations, or related plans for department staff.
* Maintains current knowledge of applicable laws, rules, regulations, standards, and guidelines; reads professional literature; attends workshops and training sessions as appropriate.
* Operates a computer to enter, retrieve, review or modify data; utilizes word processing, spreadsheet, database, accounting, or other programs; performs basic maintenance of computer system and office equipment.
* Performs other related duties as required.

Minimum Training & Experience

Associate's Degree or vocational/technical school in a business-related field of study and three (3) to five (5) years of experience in administrative work or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Must possess and maintain a Notary Public License for some departments.

Must attend Radiological Emergency Response Training for some departments.

Must complete HIPAA and NIMS training as required for some departments.

Must possess and maintain CPR certification for some departments.

Special Requirements

* Knowledge of County and departmental rules, regulations, policies, and procedures, and the ability to interpret them.
* Knowledge of the organization and functions of the County.
* Knowledge of modern office practices and procedures, including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
* Knowledge of arithmetic, spelling, grammar, punctuation, and vocabulary.
* Knowledge of the policies and procedures, organization, and functions of the Fire, Rescue, and Emergency Management Department for certain positions.
* Knowledge of modern office practices, procedures, equipment, and standard clerical techniques including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
* Knowledge of modern accounting and bookkeeping methods, policies, procedures, and practices.
* Skill in the operation of popular office machines, including computer-driven data entry equipment.
* Ability to research program documents and narrative materials, and to compile reports from information gathered.
* Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems, and answer questions.
* Ability to develop and modify work procedures, methods, and processes to improve efficiency.
* Ability to assist and supervise less experienced clerical workers.
* Ability to communicate effectively in oral and written form.
* Ability to establish and maintain effective working relationships as necessitated by work assignments.
* Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people, or things.
* Ability to speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.
* Ability to read a variety of informational documents, State codes, maps, and procedures manuals.
* Ability to prepare correspondence, agendas, minutes, etc., conforming to all rules of punctuation and grammar. Must be able to speak with poise, voice control, and confidence, and to articulate information to others.
* Ability to apply principles of rational systems; to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
* Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including governmental terminology.
* Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
* Ability to communicate respectfully and professionally. Must be adaptable to performing under stress when confronted with persons acting under stress.
* Knowledge of Virginia Department of Social Services (VDSS) rules, regulations, policies, and procedures, and the ability to interpret them for certain positions.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of automated office machines, which include a computer, calculator, copier, facsimile machine, etc. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Requires the ability to inspect items for proper length, width, and shape. Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Requires the ability to differentiate between colors and shades of color. Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving the nature of sounds by ear).