Administrative and Office Specialist II

Title:  Administrative and Office Specialist II

Duration:  6+ months

Pay Rate:  $20.00/hr. On W2 Without Benefits

Work Hours: Monday–Friday, 8:00 AM–4:30 PM The candidate must be willing to travel between multiple office locations, including: 
Travel: Mileage will be reimbursed at the GSA rate.

• Winchester, VA 
• Luray, VA 
• Woodstock, VA 
• Front Royal, VA 
• Berryville, VA 

Job Description: 

• The department is seeking an entry-level Admin Associate II for an approximately 6-month assignment supporting its business office.
• Answering phones. 
• Making appointments.
• Records management.
• Data entry.
• Utilizing established policies and procedures, provides program and office support to a work unit including general office and administrative support. Characteristic duties may include routine office and administrative responsibilities, scheduling meetings, data entry, routine transactions, preparing correspondence, maintaining records, ordering supplies, and answering questions regarding program services offered. 
• The incumbent typically serves as the first point of contact for a program or work unit and directs inquiries to the appropriate office, division, or resource, and explains established procedures and practices.
• May be responsible for maintaining timesheets and entering time/leave taken into the timekeeping/payroll system for the assigned program area. 

Required KSAs:

• Knowledge of office and administrative principles and practices. 
• Working knowledge of word processing and spreadsheet software applications. 
• Ability to interpret and follow established procedures and guidelines. 
• Ability to communicate effectively with internal and external customers, verbally and in writing.
• Considerable skill in the operation of standard office equipment. 

Responsibilities:

Administrative Support:

• Performs routine office and administrative duties. 
• Responds to inquiries and requests for information. 
• May order supplies for the office and maintain standard office supplies for the assigned program or work unit. 
• May coordinate and schedule meetings; record and transcribe meeting minutes. 
• Prepares reports as requested. 
• Office Correspondence. 
• Prepares routine correspondence. 
  Communicates office updates and important dates to assigned program areas or work units. 
  May route incoming mail, receipts, and documents to appropriate staff or work units. 

Customer Service: 

• Provides quality customer service.
  Responds to requests and questions regarding program services offered in a courteous, professional, and timely manner.

Records Maintenance:

• Assures files and forms are completed accurately.
  Audits records for completeness, accuracy, and compliance with established records maintenance guidance and procedures.
  Develops and maintains office filing systems. 
  May assist with interpretation and/or translation, if applicable. 
  Performance Management (Applicable Only for Employees Who Supervise Others) 
• Serves in a managerial/supervisory capacity to conduct performance management activities and ensure onboarding/offboarding and training for staff. 
• Establishes and reviews work assignments and priorities and implements performance improvement strategies and/or problem resolution for related issues, in conjunction with program management and Human Resource staff. 
• Ensures relevant training and workplace safety for staff. 
• Conducts required performance monitoring and appraisals, establishes clear performance expectations, addresses deficiencies promptly, and documents underperformance in accordance with state guidelines. 
• Supports employee growth through regular feedback, coaching, and professional development opportunities. 

Special Assignments: 

• May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. 
• May be required by VDH to adjust work hours, location, and job duties and participate in training to meet public health business needs, including emergencies. 
  If this position is designated as a mobile worker, this includes both working in the field and teleworking at an alternate location when not in the field or during an emergency closing.
• You may be required to periodically come into your assigned office to attend meetings or training.