Administrative Support Specialist III

Provides high levels of customer service by answering the telephone; greeting office visitors, providing accurate information to callers and visitors, taking messages and/or forwarding caller or visitors to the appropriate staff person

 Maintains office emergency shelter information and distributes when appropriate

 Maintains office contractor and vendor list and updates as needed

 Maintains employee emergency contact list and updates as needed

 Prepares one-time or recurring reports by collecting and analyzing information for a designated period and submitting the reports to the appropriate source by the specified due date

 Provides staff and the public with various information and/or materials and may conduct research to locate requested information or materials as needed

 Acts as the back-up Screener for Medicaid, SNAP and TANF applications

 Coordinates mailings for DSS Board and performs secretarial duties for the Board

 Enters and retrieves data from computer databases, types and assembles correspondence or reports, and prepares, accepts and /or processes various documents, such as applications or registration forms, records, invoices, tables, schedules and City-issued licenses or permits

 Completes special projects as assigned, including planning an approach, developing, researching and/or collecting data, verifying data, and implementing or overseeing the implementation of the plan

 Maintains EBT logs and records and repayments for TANF and SNAP

 Updates the agency Resource lists and updates as needed

 Maintains maintenance reports and work orders for DSS building repairs and emergencies

 Purchases various materials and supplies as directed, maintains supply and material inventories and assists in procurement processes for other goods and services, as needed

 Assists department employees with a various requests

 Manages photocopying, faxing, scanning and filing of documents

 Retrieves and processes incoming mail and/or distributes outgoing mail

 May accept, record and reconcile payments received in person or by mail, following all appropriate cash handing guidelines

 Performs other routine clerical work as required, including but not limited to copying and filing documents, scheduling appointments or meetings, assembling materials, and sending and receiving faxes

 Operates a computer, printer, typewriter, copier, fax machine, telephone, calculator, paper shredder, and other specialized hardware and software used in the assigned department

 Maintains office supply inventories and may order or request that supplies be ordered when needed

 Interacts and communicates professionally and courteously with the immediate supervisor, other department personnel, other City department heads and employees, customers, sales representatives, various outside professionals and agencies, and the general public

 Serves as backup for coworkers as needed and assigned

 Performs other related duties as assigned






Minimum Qualifications



High school diploma or GED supplemented with considerable related administrative and clerical experience or any equivalent combination of education, training and experience




Demonstrated administrative work experience (basic office operations) in a customer service or human service setting



Demonstrated proficiency in computer applications including: Microsoft Office, Internet, and various web-based systems



Ability to interact and communicate respectfully to a diverse population including: customers, supervisors, all DSS staff, outside professionals and the general public









Preferred Qualifications


Extensive English/Spanish bilingual skills (oral and written skills) preferred



Certification as a Notary Public or ability to obtain such within three (3) months of hire



Preferred experience working specifically for a Virginia Department of Social Services agency in a clerical and administrative capacity






Special Requirements


The employment investigation may include: Fingerprint checks (State Police, FBI), local agency checks, VA Central Registry Check; employment verification as well as verification of education relative to the employment; and other checks of the hiring authority



Must possess a valid Commonwealth of Virginia driver’s license to include a driving record that meets agency standard






Special Instructions to Applicants


This website will provide confirmation of receipt when the application is submitted for consideration. Consideration for an interview is based solely on the information provided. Please refer to your People Admin. account for status of your application for this position. Application/resume should include relevant work history