Goverment Jobs
Published
March 16, 2019
Location
Manassas, Virginia
Category
Job Type

Description

Introduction

Do you enjoy job duties that are broader in scope and complexity versus general administrative support? Do you possess years of progressively responsible administrative experience and are ready to take the next big stepin your career? If so, Come Lead with Us. Be part of a team that does very important work for vulnerable adults and their families! The Prince William County, Department of Social Services is seeking qualified applicants for an Administrative Support Assistant II position.

Our Administrative Support Assistant II's are responsible for supporting our mission by serving and identifying customer needs. We are seeking applicants with experience navigating and scanning documents into our database systems: Harmony, SPIDER and VaCMS. The successful candidates must be organized, an excellent communicator 50% Spanish and 50% English and able to multitask in times of high volumes during peak times of the month. They must be able to work in a fast-paced team environment, demonstrate flexibility and be able to work with limited supervision. This position plays an extremely important role in the representation of the agency. As such, the ideal candidate will be an information resource while presenting a friendly, professional, and personable demeanor, will be a clear communicator and make an excellent first impression, and also be able to create a positive experience when they greet and interact with PWC's guests, stakeholders, and high level officials.

All DSS staff members are required to provide emergency human services work in the event of an emergency or disaster. The candidate must have good organizational skills and the ability to maintain files in an orderly manner.

PREFERRED SKILLS & EXPERIENCE
1. Strong computer skills, including MS Office (Excel, Word, Outlook) 2. Ability to navigate multiple on-line computer systems and correctly analyze information. 3. Good customer service skills.

ENTRY SALARY:$38,044.50 -$51,304.50/yr.

NOTE: Theselected candidate will be required to pass a pre-employment background check.

General 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.

GENERAL DEFINITION OF WORK:

Performs difficult 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. Supervision may be exercised over subordinate personnel.

Distinguishing CHARACTERISTICS:

This level is characterized by performance of many different tasks, steps or operations; work requires good understanding of structure and workflow in the organization. Routine assignments are performed independently unless problems occur; supervisor gives instructions on new assignments and reviews more difficult work; a large number of procedural guides apply, some of which are memorized.

The focus of the position is on a wide variety of functions (such as filing, answering phones, referring customers, word processing, maintaining databases, purchasing supplies, processing payroll, billing, and maintaining website) with varying amounts of time spent focusing on these functions and closely related tasks, under regular supervision.

TYPICAL TASKS:

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;
Performs payroll functions, such as maintaining timekeeping information, processing and submitting payroll;
Collects and deposits funds into accounts, pays bills or invoices, keeps records of collections and disbursements, and ensures accounts are balanced;
Maintains internal or external County Website content.
Provides leadership, work direction and/or instruction to assigned personnel, if applicable.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of standard office procedures, systems, and terminology; thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; thorough knowledge of principles and processes for providing customer service; thorough knowledge of computer software applications, word processing, and data entry; thorough knowledge of departmental policies, procedures and programs; thorough 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 3-5 years clerical/administrative support experience; and 1 year of supervisory or lead worker experience, if position is supervisory.

Special Requirements

May require typing skills of 50 WPM with a maximum of 3 errors.
Ability to lift and carry up to twenty (20) pound paper crates/boxes, if applicable to the position.
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.

Fire & Rescue Requirement:
Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual's state Department of Motor Vehicles.

Department of Social Services Requirement:
According to Virginia Department of Social Services (effective January 1, 2014) and Virginia Department of Juvenile Justice Standards 6 VAC 35-140-260 (effective 2005), the following background checks may be conducted depending upon the nature of the position: reference check, local, state and national criminal record (fingerprinting), Child Protective Services record, DMV record, and credit history.

Police Requirement:
VCIN certification required to be obtained within first year of employment, if applicable to the position.

PREFERENCES:
Experience in operating police computer systems preferred, if applicable to the position.

Prince William County Governmentoffers medical plans with corresponding pharmacy and vision coverage,as well asdental plans and a supplemental vision plan.
Full-time andPart-time Prince William County Governmentemployees are eligible to participate in our plans; however, the level of benefits depends on the classification of the position, and number of hours worked.

The followingappointment types accrue no leave and are not eligible for holidays or other fringe benefits:
Temporary
Part-Time Non-Benefit Eligible (work less than 15 hours a week)
Volunteers
Seasonal employees

Click on the link below to explore our plans and rates.
Prince William County Benefits Programs
01
I understand that information provided on my application is used to determine my qualifications. Information on my resume will not substitute for the education, work experience and required fields on the County application. Only information provided at the time of the application submission will be considered when determining my qualifications. Only responses to Supplemental Questions that can be verified in my submitted education and work experience will be credited.

  • I have read, understand, and acknowledge the above statement
  • I decline to proceed any further in this process.
02
This position requires any combination of education and experience equivalent to graduation from high school and 3-5 years clerical/administrative support experience; and 1 year supervisory or lead worker experience, if the position is supervisory. Please select the option that reflects your highest level of completed education.

  • Associate's degree or higher Business, Office Administration, or related
  • Associate's degree or higher unrelated
  • College courses (30 or more semester credits) Business, Office Administration, or related
  • High School Diploma/GED
  • None of the above
03
This position requires any combination of education and experience equivalent to graduation from high school and 3-5 years clerical/administrative support experience; and 1 year supervisory experience, if position is supervisory. Please select the option that best reflects your experience.

  • 6 or more years of experience
  • 5 years experience
  • 4 years of experience
  • 3 years of experience
  • 2 years or less experience
  • No clerical/administrative support experience
04
Please quantify your customer services experience.

  • 4 or more years of experience
  • 3 years of experience
  • 2 years of experience
  • 1 year or less experience
  • No experience
05
Please describe your Microsoft Excel skills by checking all that apply.

  • Level 4 - Creating complex functions; create and modify pivot tables and database queries; using the IF function; nesting functions; calculating dates; using VLOOKUP, applying data validation; macros and templates
  • Level 3 - Database Tools - single and multi-level sorting, setting custom sort options, filtering data, charting data with graphs, importing and exporting data, protecting cells, worksheets and workbooks, and using conditional formatting
  • Level 2 - Creating basic formulas, creating basic functions, formatting spreadsheet data, and managing workbooks
  • Level 1 - Creating spreadsheets, entering and editing data, creating basic formulas, creating basic functions, inserting rows and columns, formatting spreadsheet data, moving/copying data, and managing workbooks.
  • No experience with Excel
06
Rate your skill with Microsoft Word. Check all that apply:

  • Level 3 - Macros, track changes, mail merge, break, hyperlink, forms and outlines
  • Level 2 - Experienced with page set up, tables, labels &envelopes, graphics, footnote and endnote, tools, tabs
  • Level 1 ? Basic keyboarding, edit, format, font, correspondence and other documents, spell check, cut copy & paste, change case, indent
  • No experience with Microsoft Word
07
Please select which customer service duties you have performed in your current or former position (check all that apply).

  • Respond to customer concerns via phone
  • Respond to customer concerns in person
  • Respond to email
  • Respond to customer concerns in writing
  • Front desk / reception
  • Data entry
  • Scanning documents
  • Maintain/Order supplies
  • None of the above
08
Please rate your proficiency in navigating multiple computer systems, retrieving and analyzing information.

  • Expert
  • Proficient
  • Somewhat Proficient
  • Novice
  • No experience
09
Are you bilingual in English and Spanish?

  • Yes
  • No

* Required Question