Office Associate II
: Job Details :

Hiring Range: $25,423.00 to $40,000.00

Full Time or Part Time: Full Time

Additional Detail

Title Description- Office Associate II is the full performance level in the occupational group for Office Associates. Employees work in a variety of environments and may work individually or in combination with other employees. Employees are responsible for performing independently a wide variety of office support activities ranging from routine to complex following office and administrative practices, policies and procedures. Unusual issues and situations are referred to the supervisor. The Office Associate II is distinguished from the Office Associate III by the latter's performing more complex office and program support responsibilities that require some program knowledge and the following of office and administrative practices, policies, and procedures.

The Office Associate II position has excellent potential for advancement.

General Work Tasks (Illustrative Only)

* Answers phones, provides information, and refers caller to appropriate staff or community resource;

* Greets visitors/customers, provides information, answers questions related to the operations of the agency and makes referrals to appropriate staff or community resource;

* Posts a variety of routine information and data to keep agency records;

* Sets-up, organizes files, purges records, and maintains filing systems;

* Types correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings;

* Logs statistical or fiscal data in a variant of formats and generates reports;

* Collects and distributes information such as broadcasts, mail, and faxes;

* Researches customer activity in mainframe and local computer applications;

* Runs mail using mail processor;

* Receives, sorts, and distributes mail to the appropriate party; and

* Uses computer and office equipment to input, retrieve, verify, scan, and research information.

* Looks up client information in VaCMS, SVES, SPIDeR, and VEC/VRI.

* Utilizes EPPIC to look up client benefits and issue client EBT cards.

* Scans documents using Laserfiche and/or DMIS/Perceptive and uploads to appropriate VaCMS record.

* Purges records in accordance with Library of Virginia Records Retention Schedules.

* Stocks agency vehicles with supplies and takes agency vehicles for service and cleaning.

Knowledge, Skills, and Abilities:

Knowledge- Working knowledge of: spelling and punctuation, grammar and basic English; basic arithmetic; office etiquette, office methods and procedures; agency's office and administrative practices, policies, rules and procedures to include completion of forms and format; and office software along with the ability to learn agency-specific mainframe applications. (Those positions working with the mail may have to have some knowledge of the postal regulations and locations of various departments.)

Skills- Skill in: operating personal computer and associated business and agency software; and operating calculator and other office machines.

Abilities- Demonstrated ability to: work well with others; perform basic mathematics; communicate effectively both orally and in writing; follow written and oral instructions; file accurately; research files and organize information; understand, apply, and communicate office policies, procedures and services; multi-task; keep office records and logs; proofread; deal with others using tact and courtesy; and developing good relationships with public, customers, and co-workers.

Education and Experience- High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Minimum Qualifications:

* At least one year of recent prior office experience.

* At least two years prior customer service experience which included answering phones and greeting the public.

* Strong Microsoft 365 skills including Outlook, Word, Excel, and Teams.

* Fast and accurate data entry skills.

* Excellent grammar and spelling.

* Always demonstrates professionalism and appropriate office behavior.

* Demonstrated ability to work effectively in a team setting and independently.

* Ability to focus and juggle tasks in a fast-paced and sometimes noisy environment.

* This position is onsite in our Orange, VA, office, 8 am-5 pm, Monday through Friday. Employee must be consistently punctual and reliable.

Preferred Qualifications:

* Relevant prior DSS work experience.

* Knowledgeable of systems utilized by the agency such as VACMS, SVES, SPIDeR, VEC/VRI, EPPIC EBT, Laserfiche, and SharePoint.

* Both English and Spanish fluency.

The Orange County Department of Social Services has been certified as proud member of the Virginia Values Veterans (V3) Program and is actively seeking qualified Veterans for our positions. Visit the for more Virginia Values Veterans webpage information about this state-wide program.

Special Requirements:

Applicants may be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and/or pre-employment drug/alcohol screen. The investigation may include fingerprint checks, employment verification/references & credit checks (relevant to employment), and other checks requested by the hiring authority. All offers of employment are contingent upon satisfactory results of the required checks and screenings. Employee must be willing to work in the community emergency shelter in the event of a natural disaster or emergency.

Special Instructions to Applicants:

Applicants are encouraged to provide a complete listing of relevant work experience and qualifications on the application and/or resume. Applications/resumes for this position must be submitted electronically through this website. Mailed, e-mailed, faxed, or hand delivered applications/resumes will not be accepted. The website will provide a confirmation of receipt when the application/resume is submitted for consideration. Consideration for an interview is based solely on the information within the application/resume.

Due to the volume of applications this agency receives, the agency is unable to answer telephone inquiries related to the status of individual applications and/or the hiring process. Please refer to your Virginia Jobs account for the status of your application and this position.