Office Associate II

Administrative Support Specialist II – Part-Time

This position works in the front office of the agency and provides clerical assistance to the Benefits team. The primary duty of this part-time Administrative Support Specialist II will be to provide scanning services for the Department. Documents to be scanned may include benefit program verification documents, returned mail, and other case-related documents. Employee is required to upload any scanned documents to the appropriate case in VaCMS in accordance with established policies and regulations. To perform these duties, the employee will be expected to maintain records and follow all confidentiality policies regarding benefit cases. Employee will be expected to attend training required to perform these duties. It should be noted that this position is being hired on a temporary basis.

Essential Job Functions:

• Provides staff and the public with various information and/or materials and may conduct research to locate requested information or materials as needed.
• 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.
• Assists department employees with various requests.
• Manages photocopying, faxing, scanning and filing of documents.
• Retrieves and processes incoming mail and/or distributes outgoing mail.
• 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.
• 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 Requirements to Perform Work:

• 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.
• Must be able to pass a criminal background check to include a clean search of the Virginia Child Abuse and Neglect Central Registry (no current findings or cases associated to you).
• A valid state driver's license that meets the standards for the City of Fredericksburg.

Preferred Requirements:

• Prefer applicant to be fluent in a language other than English.
• Prefer person have prior experience working in a busy customer services atmosphere.
• Prefer applicant have prior experience working with an LDSS in Benefits.

Knowledge, Skills and Abilities:

• Knowledge of the methods, procedures and policies of the City as such pertains to the performance of the essential duties of Administrative Support Specialist II.
• Knowledge of principles and practices of providing clerical duties for the assigned department.
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position.
• Knowledge of the organization of the department, and of related departments and agencies.
• Knowledge of terminology and related professional languages used within the department.
• Knowledge of how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with whom position interacts.
• Knowledge of the computer and other technical terminology used within the department.
• Knowledge of how to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
• Knowledge of proper language usage, vocabulary, punctuation and spelling.
• Skill in performing administrative, secretarial, customer service, organizational and clerical functions.
• Ability to learn and understand relatively complex principles and techniques; to make independent judgments; to acquire knowledge of topics related to primary occupation.
• Ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed schema or plan.
• Ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.
• Ability to comply with specific instructions furnished in written, oral, or diagrammatic form.
• Ability to perform semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to utilize a wide variety of basic data and information.
• Ability to apply common sense understanding to carry out basic instructions. Involves routine work, with minimal latitude for exercising independent judgment.

Physical Demands:

The work requires the ability to exert minimal but not constant physical effort to perform sedentary work, typically involving some combination of crouching, fingering, grasping, handling, hearing, lifting, mental acuity, reaching, repetitive motion, speaking, talking, visual acuity, walking and may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (5 to 10 pounds), visual perception and discrimination, the ability to perceive and discriminate sounds, perceive and discriminate color, perceive odors, and require oral communications.

Work Environment:

The work is regularly performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

This position is NOT eligible for teleworking.

The City has the right to revise this position description at any time, and thus does not represent in any way of contract of employment.