Administrative Technician

This job announcement is a courtesy job post for the City of Newport News local Social Services agency. It is not a position of the Virginia Department of Social Services or any other Commonwealth of Virginia agency. Local employment opportunities may also be available through the local agency’s city or county website/job board(s). APPLY HERE 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. 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. Accounting - Ability to perform arithmetic, algebraic, and statistical applications. Ability to employ 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 and experience necessary to develop the required knowledge, skills and abilities for this position. ADDITIONAL REQUIREMENTS An acceptable general background check to include a local and state criminal history check and sex offender registry check. Individuals in this position cannot be listed as having a founded child abuse or neglect complaint. In the event of a declared emergency in the City of Newport News, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community. PHYSICAL REQUIREMENTS Requires the ability to exert light physical effort in sedentary to light work. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at keyboard or work station. SENSORY REQUIREMENTS Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. ENVIRONMENTAL EXPOSURES Essential functions are regularly performed without exposure to adverse environmental conditions.