Administrative Program Assistant II

: Title Description - Administrative Program Assistant II is the paraprofessional level of administrative support in the occupational group for the administrative program assistant. Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. The Administrative Program Assistant II class is distinguished from the Administrative Program Assistant I by the former's acting as assistant to professionals and performing some of the duties of the professional in a supportive role. General Work Tasks (Illustrative Only) -

• Oversees or performs fiscal duties such as accounts payable, Special Welfare, reporting and reconciling financial data, and/or participating in audits; performs compliance assurance, records management, scheduling, data collection and analysis;
• Conducts research and prepares reports;
• Compiles and interprets multiple types of statistical data; evaluates agency procedures, policies and programs and recommends actions;
• Organizes materials for brochures, publicity, and other public relations activities; participates in special projects such as seminars;
• Designs, coordinates and/or disseminates information relevant to training needs of staff;
• Communicates program and/or agency policies, regulations, practices to County staff, vendors and the public;
• Provides needed updated materials that interrelate and are useful in program service development;
• Resolves problems and makes recommendations for improvement;
• May oversee or perform information systems technical support and systems security functions;
• Assists in budget preparation and compilation;
• Analyzes budget and management reports;
• Monitors accounts and expenditures;
• Prepare Board Agenda for bi-monthly board meetings, takes minutes at the board meetings, and type minutes after the board meetings;
• Prepare all human resource related documents for request of new hire and or reclassifications, etc.
• Maintain personnel records;
Makes recommendations; and may plan, organize and supervise work of office, fiscal and administrative support staff and administrative functions for a program area.

Knowledge, Skills, and Abilities: Knowledge- Considerable knowledge of: general clerical and administrative practices and procedures; of modern office practices, procedures and equipment; bookkeeping and budget preparation; and word processing, spreadsheet and data base and graphic software packages. Some knowledge of: basic techniques in conducting planning, research, evaluative and statistical work; effective supervisory principles; and policies, practices and procedures of the assigned program areas. Skills- Skill in: operating a variety of automated office equipment to include calculator, fax/copier and the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs. Abilities- Demonstrated ability to: effectively use common business and agency software packages; research, interpret, understand, apply and communicate agency program and service information; provide operational and administrative support to professionals in assigned agency programs and services; assist with the measurement of program performance against goals and objectives; systematically compile data, interpret and report monitoring and evaluation findings; communicate effectively both orally and in writing; work effectively with other employees, professionals, and with the public; and exercise discretion and make sound decisions relative to assigned program area. Education and Experience- High school diploma supplemented with postsecondary coursework in office or business administration, accounting, computer science or related field, and related administrative experience in social services, local government or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Minimum Qualifications: Considerable knowledge of office practices and procedures; agency policies and procedures as related to the subject area; and personal computer and office and agency software.

Working knowledge of basic math, accounting, and bookkeeping; English, grammar, and use of the dictionary; and laws, rules, regulations pertaining to the subject are. Some knowledge of technical aspects of program area.

Skill in operating a variety of automated office equipment including the calculator, fax/copier and computer-driven word processing, spreadsheet, graphics, and file maintenance programs.

Demonstrated ability to interact professionally with all levels of agency personnel and the public; communicate effectively both orally and in writing; analyze and manipulate data and prepare reports; maintain complex records; assemble and organize data and prepare reports; make required mathematical computations; interpret and follow oral and written policies, procedures, rules and regulations; maintain harmonious working and public relations; provide guidance to others; and organize and prioritize work and make independent decisions.

Employee shall be required to drive agency vehicles as needed.

Completes shelter duty training to serve in shelters as required; other duties as assigned.

Preferred Qualifications:

High school diploma supplemented with related clerical and administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Special Requirements:

All applicants are subject to a DMV/driving record check, pre-employment drug screen, Central Registry (CPS) check and/or criminal history search. The search may include: fingerprint checks (State Policy, FBI), local agency checks, employment verification and references, verification of education (relevant to employment), credit checks (relevant to employment) and other checks requested by the hiring authority. Employee must be willing to work in the community emergency shelter in the event of a natural disaster or emergency.

Special Instructions to Applicants:

Applications for this position must be submitted electronically through this website. Mailed, e-mailed, faxed or hand delivered applications will not be accepted. This website will provide a confirmation receipt when the application is submitted for consideration. Consideration for an interview is based solely on the information within the application. Please refer to your HR account for the status of your application and this position. Applications must include complete work history, including periods of unemployment if application.

Name: Amanda N. Smith

Phone: 757-653-3126

Address: Interviews will be held at:

26022 Administration Center Drive

Courtland, VA 23837