Are you looking for a part-time opportunity to use your people skills and exceptional administrative support talents to improve the lives of families? Virginia Cooperative Extension (VCE) Prince William is seeking a flexible, detail-oriented Administrative Support Assistant II to join our team. As a member of the VCE Parent Education team, you will rely on your exceptional customer service and critical thinking skills, creativity, and attention to detail to support our educational mission. You will be our first point of contact for multicultural callers and visitors and will administer registration for Parenting classes; coordinate with clients, instructors, and referring agency staff; create class schedules, flyers, brochures; keep our website and social media sites dynamic and up-to-date; and will be responsible for data entry and reporting.
Virginia Cooperative Extension leads the engagement mission of Virginia Tech and Virginia State University, using scientific knowledge to create learning experiences that improve economic, environmental, and social well-being of our community. Our office is conveniently located in Manassas, close to I-66 and the Prince William Parkway--an easy commute!
Preferred skills: MS Office including Access; empathy; patience; verbal and written communication skills; detail oriented; initiative; organizational skills; problem solving skills.
Schedule: This is a 30 hour per week position working Monday - Friday from 8:00 am- 2:30 pm (with 30 minute lunch).
Hiring Range:$16.53 - $22.29General Definition of Work, Typical tasks, Knowledge, Skills and Abilities
The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Performs responsible clerical and administrative work in providing general office support, data entry, and/or receptionist work.
Work is performed under regular supervision of the Department Director or designee.
This level is characterized by performance of several related tasks, steps or operations in varying sequence; applies knowledge of terminology and basic procedures. Work is closely controlled and spot-checked in progress and upon completion; several detailed specific guides apply.
The focus of the position is on several functions (such as filing, answering phones, referring customers, word processing, maintaining databases, purchasing supplies) with the majority of an incumbents time spent focusing proportionally on these functions and closely related tasks, under regular vs. close supervision.
Uses computers for various applications, such as data entry or word processing;
Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals;
Maintains and enters information into databases;
Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material;
Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions;
Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs;
Maintains scheduling and event calendars;
Completes forms in accordance with procedures;
Schedules and confirms appointments for clients, customers, or supervisors;
Makes copies of correspondence or other printed material;
Locates and attaches appropriate files to incoming correspondence requiring replies;
Operates electronic mail systems;
Types and distributes meeting notes, routine correspondence or reports, such as presentations or expense, statistical, or monthly reports;
Opens, reads, routes, and distributes incoming mail or other materials and answer routine letters;
Provides services to customers, such as account information;
Proofreads work done by others to check for correct spelling and grammar, ensures that County format policies are followed, and recommends revisions;
Conducts searches to find needed information, using such sources as the Internet;
Mails newsletters, promotional material, or other information;
Orders and dispenses supplies;
Learns to operate new office technologies as they are developed and implemented;
Arranges conference rooms, meetings, or travel reservations for office personnel;
Prepares conference or event materials, such as flyers or invitations.
Maintains timekeeping information;
Collects funds, keeps records, and monitors accounts;
Provides content for internal or external County Website.
KNOWLEDGE, SKILLS AND ABILITIES:
General knowledge of standard office procedures, systems, and terminology; general knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; general knowledge of principles and processes for providing customer service; general knowledge of computer software applications, word processing, and data entry; some knowledge of departmental policies, procedures and programs; general knowledge of purchasing policies, and procedures; ability to operate standard office equipment; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations.
Education and Experience
Any combination of education and experience equivalent to graduation from high school; and 2-3 years clerical/administrative support experience.Special Requirements
Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.
The followingappointment types accrue no leave and are not eligible for holidays or other fringe benefits:
Part-Time Non-Benefit Eligible (work less than 15 hours a week)
Prince William County Benefits Programs
- I have read, understand, and acknowledge the above statement
- I decline to proceed any further in this process.
- Bachelor's Degree or higher
- Associate's Degree
- Some College (30 semester credits or more)
- High School Diploma or equivalent
- None of the Above
- 5 or more years
- 4 years
- 3 years
- 2 years
- 1 year
- Less than 1 year of clerical/administrative support experience
- Advanced - Macros, track changes, mail merge, break, hyperlink, forms and outlines
- Experienced - Experienced with page set up; tables, labels & envelopes, graphics, footnote and endnote, tools and tabs
- Novice ? Basic keyboarding, edit, format, font, correspondence and other documents; spell check, cut copy & paste, change case, indent
- No experience with Microsoft Word
- Creating spreadsheets
- Creating formulas
- Performing calculations
- Managing workbooks
- Merging and/or exporting data
- Single and multi-level sorting
- Charting data with graphs
- Macros and templates
- No/limited Excel experience
- Inputting, retrieving and editing data
- Creating forms and reports
- Importing information into and exporting information out of Access
- Constructing data queries
- None of the above
- Working with challenging or distressed clients
- Fulfilling customer requests
- Determining and making appropriate referrals
- Directing customers to proper resources
- Processing records accurately and efficiently while still providing excellent customer service
- No or limited experience in customer service
- I am a current or past employee
- I am a community collaborator
- I am a volunteer with Virginia Cooperative Extension
- I have accessed their information online
- I haven't heard of Virginia Cooperative Extension
* Required Question