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Grounds Administrative Support Assistant II

Expired Job

Prince William County Government Manassas , VA 20108

Posted 3 months ago

Introduction

Are you looking for a part time job with a negotiable work schedule? Are you a team player who likes working in a fast paced and challenging environment?

The Grounds and Landscape work unit of the Department of Parks and Recreation is seeking a highly motivated individual to join our administrative team. Typical tasks for this position include, but are not limited to answering phones and providing information to callers, performing routine clerical work for the Parks and Recreation Grounds and Landscape office, and distributing Department or County-wide news/information to all grounds shops. Other tasks include maintaining employee records such as attendance records, leave request calendars, and training/certification records. This position will be coordinating the purchases of office and custodial supplies, coordinating the hiring process of Grounds and Landscape staff, scheduling interviews, conducting reference checks, and providing a general Grounds orientation on the first day of a new employee, as well as coordinating the issuance of Grounds staff uniforms and maintaining inventory of multiple uniform items.

Starting Salary: 16.53/hr.

The Department of Parks & Recreation conducts DMV records checks on all licensed employees and criminal background checks on all hires age 18 years and older.

Note: The information that follows is a County-wide Classification Specification that may include details not specifically applicable to this position.

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities

The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION:

Performs responsible clerical and administrative work in providing general office support, data entry, and/or receptionist work.

Work is performed under regular supervision of the Department Director or designee.

Distinguishing CHARACTERISTICS:

This level is characterized by performance of several related tasks, steps or operations in varying sequence; applies knowledge of terminology and basic procedures. Work is closely controlled and spot-checked in progress and upon completion; several detailed specific guides apply.

The focus of the position is on several functions (such as filing, answering phones, referring customers, word processing, maintaining databases, purchasing supplies) with the majority of an incumbents time spent focusing proportionally on these functions and closely related tasks, under regular vs. close supervision.

TYPICAL TASKS:

Uses computers for various applications, such as data entry or word processing;

Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals;

Maintains and enters information into databases;

Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material;

Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions;

Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs;

Maintains scheduling and event calendars;

Completes forms in accordance with procedures;

Schedules and confirms appointments for clients, customers, or supervisors;

Makes copies of correspondence or other printed material;

Locates and attaches appropriate files to incoming correspondence requiring replies;

Operates electronic mail systems;

Types and distributes meeting notes, routine correspondence or reports, such as presentations or expense, statistical, or monthly reports;

Opens, reads, routes, and distributes incoming mail or other materials and answer routine letters;

Provides services to customers, such as account information;

Proofreads work done by others to check for correct spelling and grammar, ensures that County format policies are followed, and recommends revisions;

Conducts searches to find needed information, using such sources as the Internet;

Mails newsletters, promotional material, or other information;

Orders and dispenses supplies;

Learns to operate new office technologies as they are developed and implemented;

Arranges conference rooms, meetings, or travel reservations for office personnel;

Prepares conference or event materials, such as flyers or invitations.

Maintains timekeeping information;

Collects funds, keeps records, and monitors accounts;

Provides content for internal or external County Website.

KNOWLEDGE, SKILLS AND ABILITIES:

General knowledge of standard office procedures, systems, and terminology; general knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; general knowledge of principles and processes for providing customer service; general knowledge of computer software applications, word processing, and data entry; some knowledge of departmental policies, procedures and programs; general knowledge of purchasing policies, and procedures; ability to operate standard office equipment; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations.

Education and Experience

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school; and 2-3 years clerical/administrative support experience.

Special Requirements

May require typing skills of 40 WPM with maximum of 3 errors.

Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.

Fire & Rescue Requirement:

Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual's state Department of Motor Vehicles.

Department of Social Services Requirement:

According to Virginia Department of Social Services (effective January 1, 2014) and Virginia Department of Juvenile Justice Standards 6 VAC 35-140-260 (effective 2005), the following background checks may be conducted depending upon the nature of the position: reference check, local, state and national criminal record (fingerprinting), Child Protective Services record, DMV record, and credit history.

ADMINISTRATIVE SUPPORT ASSISTANT AUTO-PROGRESSION CRITERIA

(Effective 01/01/2016):
1.An Administrative Support Assistant II may be eligible for automatic progression to an Administrative Support Assistant III upon satisfactory completion of at least 12 months as an ASA-II at the fully achieves level or greater under a documented training plan established on a position specific level within a department.
2.Successful completion of specialty on-the-job training related to position of assignment with the documented training plan.
3.Successful completion of two (2) Microsoft training courses through PWC University as part of the documented training plan.
4.Assigned duties & responsibilities will meet the criteria reflected in the distinguishing differences section of the class specification for the Administrative Support Assistant III, once promoted.

Note: The auto-progression program is an optional management tool to develop employees.

It can only apply to positions with a documented training plan and where the proper level and type of work is available. The Department must establish the training plan for a specific employee which is equivalent to the experience requirement and level of work to be performed at the next administrative support level and specific to their unit. The training plan must begin after the date the auto-progression criteria became effective.



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Grounds Administrative Support Assistant II

Expired Job

Prince William County Government