Administrative Program Assistant

Title Description

Administrative Program Assistant I is a support position. This position performs a complex variety of administrative supportive duties; including but not limited to, entering and retrieving information into the State computer systems to identify program and worker designations, works closely with all agency personnel, clients, state employees and community constituents either by phone or in person. A minimal knowledge of program policy is required in order to complete the pending of applications in the state system and screening for expedited services.

This position is responsible for back‑up EBT functions such as activating EBT cards and verifying demographic information. This position also performs back‑up front‑desk duties by routing calls and clients to the appropriate worker/unit and screening responsibilities. Assists in file room by pulling files, purging and organizing. Attends trainings and additional duties as assigned. This position is supervised by the Benefit Programs Supervisor.

The Administrative Program Assistant I class is distinguished from the Administrative Program Assistant II class by the latter’s performing paraprofessional activities, acting as an assistant to professionals, and having responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities.

• Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action.
• Re‑issue EBT cards and educate clients about PIN security.
• Completes searches of State systems for Benefit Programs Specialist. Schedules appointments.
• Files case records in open and closed records. Purges historical information.
• Orders agency forms as needed.
• Assists clients with completing applications.
• Scans documents into VACMS or other State systems as required.
• Proofreads work of others.
• Composes routine, non‑routine, sensitive and confidential memos, reports, forms, or other correspondence.

Knowledge: 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 area. Some knowledge of technical aspects of program area.

Skills: 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.

Abilities: 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 work processing decisions.

High school diploma supplemented with post‑secondary coursework in office or business administration, accounting, computer science or related field, and clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

High School Diploma

Some college preferred

Please submit resume with complete work history and description of job duties.