Sr. Administrative Specialist

Salary: $32,973.70 Annually
Location : VA 24541, VA
Job Type: Full Time Non Exempt Salary
Job Number: 1002258
Department: Social Services
Division: Social Services
Opening Date: 04/29/2024
Closing Date: Continuous
Description
Provides clerical support. Reviews and retrieves documents.; prepares documents, files, and records; coordinates paperwork needed for compliance with federal or state laws. Writes and types correspondence and letters, screens applications, answers multiple telephone lines, directs customers, copies information and typing. Pulls record from closed records, makes appointments. Keeps up with inventory and ordering supplies.
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
When Assigned to Social Services - Clerical Unit:

• Provides clerical/administrative support by typing correspondence; answering and directing phone calls; copying information for customers; maintaining records; updating computer system; purging records; sending out appointments; maintaining office supplies and inventory; offering support to department programs; and maintaining an organized filing system.
• Provides customer service by talking with customers; determining who can help them; and getting them to the right person.
• Reviews and/or screens documents by verifying information is correct; retrieving additional data/documents to verify/support the original documents; and correcting information, if appropriate.
• Orders supplies by maintaining inventory; determining what is needed; receiving supervisor approval; and working with purchasing, if needed.
• Handles incoming and outgoing mail by opening mail; logging in and out of records coming in and transferring out; sending out going records to other facilities, certified mail; and taking information from customers.

When Assigned to Social Services - Benefits Unit:

• Provides clerical/administrative support by answering the telephone, pending applications, copying and faxing, purging records for Eligibility Workers, sending out appointments for Eligibility Workers and printing reports.
• Pulls online applications, screens applicants for related household/previous customer (online and paper applications), assign applications to various units and pend applications assigned to Eligibility Workers.
• Put overflow in folder and take to file room, get reports off main printer; sort, copy and mail, sort mail and faxes for three Eligibility units, send out all requested records to Q & A, send out all requested closed cases requested from other localities.

ADDITIONAL DUTIES

• Performs additional duties as assigned.

Education and Experience
High School Diploma or GED supplemented by six months to one year of post-secondary study or training: e.g. vocational, business, technical school; and up to one year of experience.
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above
Certifications/Licenses

• Valid Driver's License with acceptable driving record according to City Criteria

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.
Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Math
Intermediate: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.
Communication Skills
Requires providing basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.
Independence and Decision-Making
Normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed frequently.
Technical Skills
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
Fiscal Responsibilities
No budgetary/fiscal responsibility.
Supervisory Responsibilities
No responsibility for direction or supervision of others.
PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.
NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• May frequently experience time pressure and tedious or exacting work.
• May occasionally work closely with others as part of a team, and experience noisy/distracting environment.
• May rarely experience frequent change of tasks and performing multiple tasks simultaneously.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment, including computer and related hardware and software, and any other equipment as appropriate or required.
WORK ENVIRONMENT
The work is typically performed in an office setting, primarily at a desk in a quiet environment, where the employee is not exposed to environmental hazards.
The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned.
Accident Insurance
The City provides optional off the job accident insurance through Allstate. This insurance provides reimbursement for treatments associated with a wide array of accidents and injuries, and is available for immediate family members. Premiums are paid entirely by the employee through payroll deduction.
Annual Leave
Employees accrue annual leave hours based on the length of time they work for the City and their duty cycle. Hours are accrued on a semi monthly pay cycle. Employees are not eligible to use annual leave hours during their first six months of employment.
Critical Illness
The City provides optional critical illness insurance through Allstate. This insurance provides a lump sum benefit payment if an employee is diagnosed with a covered illness. Examples include heart attack, stroke, coronary atery by-pass surgery, and so on. Premiums are based on age and tobacco use. Premiums are paid entirely by the employee through payroll deduction.
Cancer Benefit
The City provides optional cancer insurance through Allstate. This insurance provides a benefit payment if an employee is diagnosed with cancer and provides a benefit during cancer treatments. Premiums are paid entirely by the employee through payroll deduction.
Deferred Compensation
The City of Danville offers a 457 plan to employees, which provides an opportunity to set aside a portion of your salary for retirement. Income taxes are not paid on the money your defer until you retire and start using it or leave the City. Enrollment in this plan is optional.
Dental Insurance
Employees have the opportunity to enroll in dental insurance through Delta Dental.There is an option of a Low PPO plan or a High PPO plan, and coverage is available for immediate family members. Employees pay the entire premium for this insurance through payroll deduction.
Direct Deposit
Employees have the option of having their paycheck directly deposited into your financial checking and/or savings account each pay period. Employees may select up to three accounts at the same or different financial institutions for direct deposit.
Disability Insurance
Employees are given the option of selecting Short-term and/or Long-term disability insurance programs through The Standard for protection in the event that they become disabled through a non-work related injury. Premiums are paid entirely by the employee through payroll deduction.
Employee Assistance Program (EAP)
Employees and their dependent family members are eligible to use the City of Danville's Employee Assistance Program (EAP) with Sentara Health. The EAP offers free and confidential counseling services to help employees and their dependants deal with serious problems in their lives such as family or marital disputes, problems with alcohol and/or drug abuse, emotional illness, financial or legal worries, or difficulties with stress on the job. In addition to counseling services, the EAP also provides free legal, financial, and Identity Theft guidance.
Employee Health and Wellness Center
Employees and eligible dependents have access to the CareTeam Health and Wellness Center, which offers high-quality convenient medical care for an extremely low cost- sometimes it is free! City employees have dedicated nurse practitioners that provides primary care, lab services, chronic disease management, health and wellness coaching, and a variety of other things.
Flexible Spending Account
Employees have the option of participating in the flexible spending account (FSA). The FSA allows employees to select a set amount of money to be withheld from their paychecks each pay period for a year to cover certain medical and child care expenses. This money is deducted before taxes are calculated. Money put into the FSA is accessible to the employee through a debit card or through reimbursement.
Health Insurance
The City of Danville is self-insured and offers medical and prescription drug coverage through Gateway Health. This coverage is offered to employees and their dependents. The City pays a portion of the health insurance premiums and the employee pays a portion. Employees have the choice between a traditional PPO plan and two high deductible plans (HDHP). HDHP have an option to enroll in a Health Savings Account (HSA).
Holidays
The City of Danville offers the following paid holidays: New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, 1/2 day Day before Thanksgiving, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, Christmas Day, Easter Monday, George Washington Day, Columbus Day, Veteran's Day, and Your Birthday
Retirement System
After five years of employment with the City of Danville, employees are vested in the City's Employees' Retirement System (ERS). ERS is a defined benefit retirement plan with the purpose of providing retirement, disability, and death-in-service benefits. Contributions by employee are mandatory.
Sick Leave
Sick leave is a privilege granted to all full-time employees. Sick leave is accrued on a semi monthly basis.
Term Life Insurance
The City of Danville offers optional group term life insurance benefits to employees through The Standard. The amount of death benefit is the employee's annual salary doubled and rounded to the next highest $1,000 up to a maximum of $200,000. Double indemnity (twice the death benefit) is provided for death by accident. The cost of this benefit is divided equally between the City and the employee, which means that the City pays one-half of the premium and the employee pays one-half of the premium.
Tuition Reimbursement
The City of Danville recognizes the value of educational training, and therefore, provides limited financial reimbursement to employees taking eligible course on their own time. Employees are eligible for tuition reimbursement after their first six months of employment.
Vision Insurance
Employees have the option of enrolling in vision insurance through BlueView Vision. Coverage is available for immediate family members. Employees pay the entire premium for this insurance through payroll deduction.
Universal Life Insurance
The City offers optional universal life insurance benefits to employees through Allstate. Employees can select a benefit amount. Premiums are based on an employee's age and tobacco use. Coverage can be selected for an employee's spouse and children.