Community Program Assistant

About the Department

Under general supervision, this position is responsible for performing a variety of difficult to complex and specialized administrative work and coordinating transactional functions for the Department of Community Connections. This is a grant-funded position and continued employment is subject to funding. Reports to the Director of Community Connections.

Position Duties

Performs complex administrative support work that requires interpretation and judgement, to include creating correspondence, spreadsheets, reports, or presentations, as well as maintaining files and performing data entry.

Responsible for coordinating and maintaining a calendar for conference rooms. May plan, coordinate, and prepare agendas, memos, and minutes for various meetings or functions; make necessary meeting arrangements; attend meetings to record the minutes; set up conference rooms as needed.

May coordinate, process, and record financial information and transactions. Manages departmental records, responsible for record retention activities in accordance with the Library of Virginia record retention schedule and the Department of Juvenile Justice regulatory requirements.

Interact with others outside the work unit by screening and responding to routine inquiries from the public and outside agencies.

Performs other duties as assigned.

Minimum Qualifications

Required Knowledge

§ Office Administration - Knowledge of office systems, practices, procedures and administration. Technology- Knowledge of general office equipment and personal computers to include word processing, spreadsheet, electronic filing systems and related software.

§ Customer Service - Considerable knowledge of principles and processes for providing customer service. To also include setting and meeting quality standards for services and evaluating customer satisfaction.

Required Skills

§ Computer skills - Utilizes a personal computer with word processing, spreadsheet, and related software to effectively complete a variety of administrative tasks with reasonable speed and accuracy.

§ Interpersonal Relationships – Develops and maintains cooperative and courteous relationships with employees and all levels of management to include representatives from other departments and organizations and outside agencies. Effectively handles inquiries and complaints from, or dispute with, customers.

§ Time Management - Plans and organizing daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology and estimated schedules.

Required Abilities

§ Judgment/Decision Making – Ability to use logic and reasoning to understand, analyze, and evaluate situations and exercise good judgment to make appropriate decisions.

§ Communication – Excellent ability to communicate, listen to and understand directions, information, and ideas presented verbally and in writing, which may include the preparation of detailed reports including numerical information and statistics. Ability to handle a variety of issues with tact and diplomacy and in a confidential manner.

§ Accounting/Budgeting - Ability to perform arithmetic, algebraic, and statistical applications. Ability to employ economic and accounting principles and practices in the analysis and reporting of data.

Other Qualifications

Associate's degree in a related field; and at least four (4) years of progressively responsible administrative experience or an equivalent combination of education and experience to perform the essential functions of this position.
Requires an acceptable federal background check to include a local, state, and sex offender criminal history check, as well as FBI fingerprinting, and pre-employment drug testing.

A valid driver’s license with an acceptable record.