PART-TIME ADMINISTRATIVE SUPPORT ASSISTANT I

If you are interested in working in a PART-TIME position within an organization promoting public safety in the community, then the Prince William County Office of Criminal Justice Services is for you! Prince William County is a growing, diverse and dynamic community located within easy commuting distance from Washington, D.C. and Northern Virginia.

The duties of this busy front desk position include processing a high volume of data entry; answering multi-line phones to include processing calls and inquiries; and greeting, checking in an announcing clients. * These tasks must often be done simultaneously. * Ability to multi-task in a very busy environment is essential. * This level is characterized by performance of responsible clerical duties for which procedures, specific directions and restrictive guidelines are readily available. * Functions under regular supervision. * Tasks are more complex in nature and require higher operational skills than those of Office Assistant.

PREFERRED SKILLS:

Ability to process a high volume of data entry; Ability to work non-standard hours; Ability to multi-task.

SCHEDULE: * Part-Time approximately 18.75 Hrs/Wk – hours vary to include at least one late night per week. *

ENTRY SALARY RANGE: $15.17 – $20.47/hr.

NOTE: The selected candidate will be required to pass a pre-employment background check.

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 OF WORK:

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

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

DISTINGUISHING CHARACTERISTICS:

This level is characterized by performance of simple, routine, repetitive tasks or operations which require little subject matter knowledge.

Work is closely observed, controlled and checked; a few guides or instructions apply.

The focus of the position is on a few functions (such as filing, answering phones, referring customers, and word processing) with the majority of an incumbents time spent focusing on these functions and closely related tasks, under 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:

Some knowledge of standard office procedures, systems, and terminology; some knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; some knowledge of principles and processes for providing customer service; some knowledge of computer software applications, word processing, and data entry; some knowledge of departmental policies, procedures and programs; some 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; ability to lift and carry cartons weighing up to fifty pounds.

Education and Experience
Any combination of education and experience equivalent to graduation from high school and 1-2 years of clerical/administrative support experience.

Special Requirements
May require typing skills of 30 WPM with a 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.

ADMINISTRATIVE SUPPORT ASSISTANT AUTO-PROGRESSION CRITERIA (Effective 01/01/2016):

1. An Administrative Support Assistant I may be eligible for automatic progression to an Administrative Support Assistant II upon satisfactory completion of at least 12 months as an ASA-I 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 within 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 II, 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.