Job Description

Posting number: 03642

Department: Human Services

Job classification: AIDE III

Posting type: Open

Categories: Social Services, Human Services, Customer Service

The Self-Sufficiency Unit Aide provides administrative, programmatic, and customer service support to the Self-Sufficiency Unit, with primary responsibilities assisting the Virginia Initiative for Education and Work (VIEW) Program and the Child Care Subsidy Program. This position supports Self-Sufficiency Specialists and Supervisors by ensuring efficient office operations, assisting clients, coordinating program activities, maintaining records, and providing logistical support for workshops, orientations, and special projects. The aide plays an important role in promoting excellent customer service while helping families access services that promote employment, education, and self-sufficiency.

Examples of duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties necessary to deliver services to customers and citizens may be assigned.

Administrative Support

• Provide administrative support to the Self-Sufficiency Supervisor and program staff.
• Answer telephones, greet clients, and direct inquiries appropriately.
• Schedule appointments, conduct orientations, meetings, and workshops.
• Prepare correspondence, forms, reports, spreadsheets, and other program documents.
• Scan, upload, organize, and maintain electronic and paper case files.
• Assist with data entry and ensure accurate recordkeeping.
• Monitor office supplies and submit requests for replenishment.
• Assist with mail distribution and filing.

VIEW Program Support

• Assist with preparation setup and conducting of VIEW orientations, workshops, graduation ceremonies, and employment readiness classes.
• Conduct VIEW orientation for new participants as needed.
• Prepare participant packets, attendance sheets, certificates, and training materials.
• Contact participants to remind them of scheduled appointments, classes, and activities in absence of Self-Sufficiency Worker.
• Track attendance and assist with maintaining participation records.
• Coordinate room setup and technology needed for presentations and trainings.
• Assist with community outreach and maintain relationships with employers and community partners.
• Support employment-related activities such as mock interviews, job fairs, and hiring events.
• Assist with incentive tracking and distribution in accordance with agency policy.

Child Care Program Support

• Assist Child Care Specialists with administrative functions related to applications and renewals.
• Process incoming documentation by scanning, indexing, and routing information appropriately.
• Contact clients regarding missing documentation and appointment reminders on an as needed basis for workers.
• Maintain organization of childcare records and correspondence.
• Assist with tracking workload reports and statistical data.
• Support preparation of monthly program reports.

Client Support

• Provide courteous and professional customer service to clients in person and by telephone.
• Explain basic program procedures and assist clients in completing forms.
• Maintain confidentiality of all client information.
• Refer clients to appropriate staff or community resources as needed.
• Assist clients with navigating agency services and available community resources.

Program Coordination

• Assist in coordinating community events, resource fairs, and outreach activities.
• Help maintain bulletin boards, informational displays, and resource materials.
• Maintain inventories of training supplies and program materials.
• Assist with special projects assigned by the supervisor.

General Office Support

• Operate standard office equipment including scanners, copiers, fax machines, and computers.
• Maintain calendars for meetings and trainings.
• Prepare meeting materials and take notes as assigned.
• Perform other duties as assigned to support unit operations.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Ability to learn state eligibility and case management systems.
• Ability to work independently and collaboratively with a team.
• Attention to detail and accuracy.

Supervisory Responsibilities:
No supervisory responsibilities are associated with this position.

Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

• High school diploma or GED required.
• Experience performing administrative or clerical duties preferred.
• Experience working with the public or in human services is preferred.

PREFERRED QUALIFICATIONS

• Experience working in social services, workforce development, education, or public assistance setting.
• Experience coordinating meetings, training sessions, or community events.
• Bilingual communication skills are a plus.

Supplemental information

Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria

Must successfully complete Criminal Records background check and Child Protective Services Registry Check.

Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.

Working Conditions

• Primarily office environment.
• Frequent interaction with clients, staff, and community partners.
• May occasionally assist with off-site events, community outreach activities, or transportation of program materials.
• Ability to lift up to 25 pounds for classroom, event and training setup.

Performance Expectations

The Self-Sufficiency Unit Aide is expected to:

• Deliver exceptional customer service to clients and community partners.
• Maintain confidentiality and professionalism at all times.
• Demonstrate initiative and flexibility in supporting both the VIEW and Child Care programs.
• Promote teamwork and collaboration within the Self-Sufficiency Unit.
• Complete assignments accurately and within established timeframes.
• Contribute to the unit's mission of helping families achieve long-term self-sufficiency through employment, education, and supportive services.