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- Writing skills
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5d

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Office Associate I

Louisa County -
Louisa, VA

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Job Details

9 days ago

Qualifications

Computer operation
Confidential information handling
Account maintenance
Spreadsheets
Professional ethics
Writing skills
Employee relationship building
English
Company vehicle operation
Data summary reports
Driver's License
Accounting data entry
Check payment processing
Financial record maintenance
Mainframe
Desktop applications
Typing
Productivity software
Payment reconciliation
Editing
File organization
Office phone management
Office record organization

Full Job Description

Jobs: Human Services

Office Associate I

Summary:

Reporting directly the Administrative Office Manager, and under general supervision, the Office Associate is an entry level office/clerical position. The Office Associate works in a variety of environments, such as a service or program area and may work individually or as part of a team. The responsibilities of the Office Associate include independently performing a basic variety of office support activities ranging from routine to more complex assignments following office and administrative practices, policies and procedures. In addition, LDHS employees are required to staff Emergency Shelter Operations as needed.

Essential Functions of the Position:

Answers phones, provides information, and refers caller to appropriate staff or community resource.

Greets visitors/customers/clients, provides information, answers questions related to the operations of the programs offered by the Agency and makes referrals to appropriate staff or community resources.

Posts a variety of routine information and data to keep agency records.

Sets-up, organizes files, purges records, and maintains filing systems.

Typing correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings.

Logs statistical or fiscal data in a variant of formats and generates reports.

Researches customer activity in mainframe and local computer applications.

Operates mail processor.

Receives, sorts, and distributes mail and faxes to the appropriate party.

Uses computer and office equipment to input, retrieve, verify, scan, and research information.

Performs other duties as assigned by the Supervisor and/or Director.

Required Skills, Knowledge and Abilities:

Working knowledge of: best business practices and office procedures to include, but not limited to, spelling and punctuation, grammar, English, and arithmetic.

Knowledge of office etiquette, office methods and procedures.

Knowledge of agency's office and administrative practices, policies, rules and procedures to include completion of forms and format.

Knowledge in office software.

Ability to learn agency-specific mainframe applications.

Those positions working with the mail may require some knowledge of the postal regulations and locations of various departments.

Demonstrated ability to communicate effectively, both orally and in writing, along with excellent customer service skills to deal with a broad spectrum of individuals both in person and over the telephone.

Ability to plan, prioritize and organize individual work load, under general supervision, is essential.

The ability to exercise sound professional and personal judgment, discretion, tact and resourcefulness when making decisions.

Must be able to establish and maintain effective, successful, professional working relationships with co-workers, public officials, customers, and the public in a positive and tactful manner under sometimes stressful and sensitive situations to resolve issues tactfully and diplomatically.

Computer skills also required to operate a personal computer and the associated departmental software and technology to establish and maintain accurate and complete records and to access, manipulate, and verify data; operating a calculator and other office machines.

Ability to accurately maintain complex records and prepare reports from such records along with the ability to compose and prepare effective correspondence.

Ability to demonstrate keen attention to detail is essential.

Must have a proven ability to maintain professional ethics.

Must have a proven ability to maintain confidentiality.

Must be able to demonstrate sound organizational, analytical, and problem solving skills, effective listening skills and the ability to understand and follow directions.

Skill in typing, along with the ability to read, spell, proofread, file alphabetically, numerically, and chronologically.

Requires regular attendance and adherence to County policies and procedures regarding absences and tardiness and requesting time off from work.

Ability to work in a fast-paced, customer service oriented environment.

Basic accounting skills and knowledge of spreadsheets recommended.

Reconciling bank accounts and Food Stamp reconciliations, enter and receipting payments, and as well as processing checks, and some secretarial functions such as: typing, taking notes, preparation of various list and / or reports, and etc.

Education, Training and Experience:

High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of education, training and experience which demonstrates the required knowledge, skills and abilities to perform the essential functions of the position.

Working Conditions:

Environmental: Work is typically performed in an indoor setting. The department is currently open to the public Monday through Friday from 8:30 a.m. until 5:00 p.m. Occasionally shelter hours are required.

Physical Effort: Light to moderate work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Hazards: Employee is subject to inside conditions.

Special Conditions or Requirements:

Must be willing to submit to a criminal background and Motor Vehicles check.

Must consent to drug testing consistent with Louisa County’s Drug-Free Workplace Policy.

Must possess a valid Driver’s License.

Must maintain a driving record consistent with insurance industry standards in order to drive a County vehicle.

Twelve (12) month probationary period.

Disclaimer:

This information is of a general nature, and is not intended to be a comprehensive description of each and every duty. This position is also responsible for performing other duties as assigned.

EEO/Revised October 2017

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