Office Assistant

Office Assistant

The Virginia Beach Human Services Department is seeking to hire an Office Assistant to provide administrative and clerical support to internal staff assigned under the Child Welfare Resource Development Team. This team is responsible for the recruitment, training and support of Foster Care Parents. This position provides a wide range of administrative support for all levels of team members assigned to the Resource Development Team.

Specific duties include, but are not limited to:

• Take accurate and up-to-the-minute notes of client case reviews and team meetings as needed, transcribe Family Partnership Meetings, draft letters and other correspondence.
• Assist in the completion of records requests. Complete filing, sorting and management of Child Welfare records.
• Maintain compliance with agency policy and The Library of Virginia Records Retention and Disposition Schedule.
• Compile statistical data to interpret workflow, variations in service delivery, and assess needs and trends of the organization.
• Prepare accurate reports and adhere to city documentation standards.
• Assist with coordinating and facilitating foster parent recruitment, training, and engagement activities.
• Track and maintain approved foster parent's ongoing training to ensure they maintain required annual training.
• Serve as point of contact for the Care Quest Program. Complete Care Quest packets as supportive role to team lead placement coordinator.
• Email custody letters to Children's Hospital of the King's Daughters (CHKD).
• Assist with ensuring all grant reimbursements are submitted timely and kept up to date.
• Closely track expenditures related to Title IVE Pass-Through Grant and for the accuracy of the midterm and final reports.
• Maintain liaison relationship between our agency, Connect with a Wish and CHKD.
• Ensure all subpoenas are collected and administered, scanned to the proper team members copying their supervisors the same day as received.

Schedule: Monday - Friday 8am-5pm

The City offers a generous benefits package which includes health, dental and life insurance, retirement, and savings plans, maternity/paternity and parental leave, and Holidays and Paid Leave.

Minimum Requirements: High school or GED plus one (1) year of experience in fields providing the required knowledge, skills, and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Skills: Computer Literacy, Drafting Reports, Note-Taking, Scheduling

Working Conditions: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City's business.

Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.