Administrative Technician

2 weeks ago

Newport News, United States City of Newport News Full time

**ADMINISTRATIVE TECHNICIAN**
HUMAN SERVICES

Human Resources

Newport News, Virginia** **Department

**GENERAL STATEMENT OF RESPONSIBILITIES**

Under general supervision, this position performs routine to difficult administrative support and
related functions. Reports to a division manager or designated supervisor.

**ESSENTIAL JOB FUNCTIONS**

Provides excellent customer service to citizens and community partners by serving as point of contact
for the unit and providing reception services at entry points throughout the department. Works as
part of a professional team to provide administrative assistance as needed related to assigned Human
Services program area. Responsible for managing a multi-line telephone system; answers and screens
calls; responds to routine inquiries from the public, other departments and outside agencies. Logs and
distributes facsimile communications sent to the department.

Performs administrative support work such as word processing, creating spreadsheets, data entry and
retrieval; orders, monitors and distribute program supplies/resources ; assist with staff travel
arrangements; reviews forms, data and other information to ensure accuracy and conformance to
established procedures and policies; generates reports, charts and records.

Coordinates transportation assistance and other support service requests for customers; obtains
customer signatures on affidavits; prepares weekly reports on service distribution; reconciles service
inventory.

Responsible for payments of credit authorizations, tracking and reporting supporting documentation
weekly.

Creates and maintains physical and electronic filing and record management systems. Responsible for
preparing monthly reports in accordance with federal, state, local and departmental reporting
requirements. May prepare and mail routine correspondence and file packets, and attend required
meetings and take minutes as requested.

Responsible for performing work in connection with specific administrative assignment which may
include, but is not limited to, the Human Services administrative offices, Fiscal Operations, or units
within the Family Services Specialist, Prevention, Fiscal Operations, or Support Services Divisions.
Work may involve generating, preparing or purging electronic case files, assisting customers with
completing case intake paperwork, scheduling appointments, providing information on various
Human Services programs, disseminating information to staff members, researching and processing
verifications, issuing electronic benefit cards to citizens, or related assignments.

**PC#52651, 52654, 52655, 52656, 52657 52658, 52659, 52660, 52661, 52662, 52663, 52664, 52665, 52738**
**Page 1 of 4** **Revised: 12/01/2021**

Performs other duties as assigned.

**PERFORMANCE STANDARD**

Employees at all levels are expected to** **effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values of Commitment,
Caring, and Collaboration. Employees are also expected to lead by example and demonstrate the
highest level of ethics.

**REQUIRED KNOWLEDGE
Office Administration - Knowledge of office systems, practices, procedures and administration.** **

Technology - Knowledge of general office equipment and personal computers to include word
processing, spreadsheet, and related software.** **

Customer Service — Considerable knowledge of principles and processes for providing customer
service. This includes setting and meeting quality standards for services, and evaluation of
customer satisfaction.

**REQUIRED SKILLS
Computer Skills - Utilizes a personal computer with word processing, spreadsheet, and related
software to effectively complete a variety of administrative tasks with reasonable speed and
accuracy.

Interpersonal Relationships - Develops and maintains cooperative and professional relationships
with employees and all levels of management to include representatives from other departments
and organizations.

Time Management - Plans and organizes daily work routine. Establishes priorities for the
completion of work in accordance with sound time-management methodology and estimated
schedules.

**REQUIRED ABILITIES
Judgment/Decision Making - Ability to use logic and reasoning to understand, analyze, and
evaluate situations and exercise good judgment to make appropriate decisions.** **

Communication - Excellent ability to communicate, listen to and understand directions,
information, and ideas presented verbally and in writing, which may include the preparation of
detailed reports including numerical information and statistics. Ability to handle a variety of issues
with tact and diplomacy and in a confidential manner.

economic and accounting principles and practices in the analysis and reporting of data.

**EDUCATION AND EXPERIENCE**

Requires a high school diploma and 2 years of related administrative support experience or an
equivalent combination of education

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