Salary: $39,478.00 – $56,848.00 Annually
Location : Portsmouth, VA
Job Type: Full-Time Regular
Job Number: FY2023-00443
Department: Social Services
Opening Date: 08/18/2023
Closing Date: 9/3/2023 11:59 PM Eastern
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under general supervision, this position performs a variety of duties in support of the social services programs administered through the Department of Social Services. Reports to the Family Services Supervisor or the Family Services Specialist.
ESSENTIAL JOB FUNCTIONS
Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; greets visitors, receives inquiries from the public, provides general program information to clients.
Creates, establishes and maintains filing and record management systems; prepares monthly reports; answers phones and serves as first point of contact for the department; and responds to routine inquiries from the public, other departments and outside agencies. Participates in civil defense and community activities.
Makes visits independently or with social worker to clients and providers; provides transportation to clients for visits, medical appointments, and various other appointments; removes and places foster care clients; assists foster care clients with enrolling and withdrawing from school; monitors/supervises court ordered visitations at the agency to include providing written documentation of the visits.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of arithmetic, grammar, spelling, punctuation and vocabulary. Has general knowledge of modern office practices, procedures, equipment and standard clerical techniques. Has general knowledge of the policies, procedures, rules and regulations of Social Services programs. Is skilled in the operation of electronic data-entry equipment, including popular computer-driven word processing, spreadsheet and file maintenance programs. Is able to maintain a variety of moderately complex records and to compile reports from such information. Is able to explain rules, regulations and policies of department to employees and the general public. Is able to exercise considerable tact, courtesy and discretion in contact with program clients and the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments. Is able to use considerable discretion in handling client files and information.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co? workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time? off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self?reliant and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc
Relationships with Others: Shares knowledge with supervisors for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, program clients, supervisor, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Education, Experience & Special Requirements
EDUCATION & EXPERIENCE
Requires a High School Diploma or equivalency, and 1 to 2 years of experience in administrative or human services work; or any equivalent combination of education and experience.
SPECIAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check and sex offender registry check.
A valid driver’s license with an acceptable driving record.
Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
In the event of a declared emergency in the City of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.
Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated office machines which include computer, copiers, telephones, etc. Must be able to operate a motor vehicle. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time, but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to subordinates or assistants.
Language Ability: Requires the ability to read a variety of correspondence, reports, records, forms, statistical summaries, policy manuals, etc. Requires the ability to prepare reports, correspondence, records, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Intelligence: Requires the ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions. Must be able to make independent judgments in absence of supervision. Must be able to acquire knowledge of topics related to primary occupation.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add and subtract, multiply and divide.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking – expressing or exchanging ideas by means of spoken words; hearing – perceiving nature of sounds by ear).
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTSThe City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit
01
Please select the highest level of education completed.
- Less than High School
- High School Diploma or GED
- Some College
- Associates/Vocational/Technical
- Bachelor’s Degree or Higher
02
Do you have a valid driver’s license with an acceptable driving record?
- Yes
- No
03
How many years of administrative experience do you have?
- No experience
- Less than (1) year of experience
- 1-2 years of experience
- 2-3 years of experience
- More than (3) years of experience
04
Do you have experience in human services work? Please provide detail of this experience in your answer.
05
In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community. Are you able to meet this requirement?
- Yes
- No
Required Question