Office Associate Jobs

SALARY: $32,760 - $51,531

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Under general supervision, performs clerical and clerical-administrative duties to provide a variety of services while working in one or more program areas in support of agency clients. Employees work in service and administrative program areas performing abroad variety of office and program support responsibilities that require applying office and administrative practices, policies and procedures to perform specific office support activities.

Knowledge of principles and processes for providing customer and personal services (including customer needs assessment, meeting of quality standards for services, and evaluation of customer satisfaction); structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; and administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures and terminology.

Answers phones and routes calls to appropriate staff; Greets visitors, routes individuals to appropriate staff; Sorts and files alphabetically, numerically, or by other established method; Maintains and purges files and other records; Copies and distributes documents; Opens, sorts, date-stamps and distributes mail; Types correspondence, memos, reports and or forms from written source documents; Uses computers and office equipment in performance of typical duties.

Working knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; mathematics and research methods; and available community resources.

Demonstrated ability to: work with clients, co-workers, professionals, and the public; read and comprehend simple documents; write simple correspondence; follow written and oral instructions; perform basic mathematics; work with clients, professionals, co-workers and the public; plan, organize, and prioritize daily tasks; use correct spelling and basic grammar; and display common courtesy and be a team player.

Requires a valid driver’s license.

Preferred Qualifications:

Graduation from high school including or supplemented by course work in secretarial sciences or business practices, and at least minimal direct customer contact experience in a local VA government DSS, related inquiry systems or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Prefer Minimal level of experience in a local VA DSS with VaCMS and/or CommonHelp within the last 2 years.

• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Employee must be willing to work disaster related assignments, including emergency shelter duty, in the event of a natural disaster or emergency.
• Researches and compiles various statistical or administrative data; conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed; researches and conducts special projects as assigned.
• Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, and sending/receiving e-mail messages, sorting and distributing mail, or preparing outgoing mail.
• Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed; may order office supplies as needed.
• Receives and delivers deposits for delivery to the Treasurers Office
• May enter and merge data in computer to create record change forms; prints and compiles record change forms as required; collates, files, and maintains record change forms.
• Types, prepares, and/or completes various forms, reports, correspondence, record change forms, take-off sheets, production reports, or other documents.
• Performs other related duties as required.
• Creates and produces department-specific guides, brochures, forms, and related documents.
• Performs notarization of documents as needed.
• May perform supportive duties to assist various human services program caseworkers as assigned by uploading supporting documentation to case profiles.

Required Qualifications:

High school diploma or GED; supplemented by college level course work or vocational training in personal computer operations; supplemented by a minimum of one-year previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

May require possession and maintenance of valid Commonwealth of Virginia Notary Public certification.

Requires a valid driver's license (not required when serving in the Office of the Circuit Court Clerk).

Knowledge, Skills & Abilities:

• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to inspect items for proper length, width, and shape, visually with job-related equipment.
• Ability keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Knowledge of the operation and maintenance of office equipment typically utilized within the position.
• Knowledge of the policies, procedures, and activities of the City of Suffolk and of departmental practices as they pertain to the performance of duties relating to the position.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
• Ability to read, understand, and interpret reports and related materials.
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Knowledge of the practices and procedures associated with clerical/general office work.
• Ability to effectively interact with supervisors, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person and by telephone.
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to type and perform data entry accurately and with appropriate speed.
• Ability to handle required calculations.
• Ability to deal with people beyond giving and receiving instructions; must be adaptable to performing under minimal stress when confronted with an emergency.

Performance Evaluation Criteria:

• Judgment
• Quantity of Work
• Dependability
• Relationships
• Attendance
• Safety
• Quality of Work
• Initiative and Enthusiasm
• Coordination of Work
• Cooperation

Physical Requirements:

Must be physically able to operate a variety of office machines, tools, and equipment, such as a personal computer, printer, scanner, fax machine, copy machine, calculator, telephone, and mail machine. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Requires the ability to: coordinate hands and eyes in using automated office equipment; handle a variety of items, office equipment, control knobs, switches, etc.; use one hand for twisting or turning motion while coordinating other hand with different activities; differentiate colors and shades of color; and talk and/or hear. Must have minimal levels of eye/hand/foot coordination.

FLSA Status:

Non-Exempt

JOB OPEN: 8-11-2023

JOB CLOSE: 8-24-2023