What are the responsibilities and job description for the Administrative Specialist position at Prince William Public Libraries?
The Homeless Services Program of the Prince William Department of Social Services (DSS) seeks a talented and energetic individual to provide administrative support for multiple programs, including the Prince William Area Continuum of Care (CoC), a local planning body that coordinates funding and services for homeless individuals and families throughout their journey towards stable housing. The successful candidate will possess both strong administrative and communication skills and will demonstrate good attention to detail. They will pivot easily between working independently and contributing to the team. If you love organizing, researching, documenting, and contributing, then apply today!
About The Job
The Administrative Specialist for the Homeless Services Division will support the Senior Business Services Administrator (SBSA) who serves as the lead facilitator for Prince William Area Continuum of Care (CoC). They will be responsible for managing internal and external communications, facilitating meetings, maintaining records and organizational systems, and performing administrative tasks in support of the grant management. They must demonstrate strong organizational skills and possess the ability to communicate both orally and in writing to ensure the smooth operation of CoC activities.
Typical Tasks Include
The Prince William Department of Social Services has a staff of over 400 and serves the community through adult and child-welfare programs, public benefits distribution, and homeless prevention services. We annually serve over 100,000 people with the goal of creating self-sufficiency and economic stability. Prince William County is a beautiful and historic community located thirty miles west of Washington, D.C. With a population over 470,000, we are one of Virginia’s fastest-growing counties. We have excellent schools, a wide variety of food and shopping outlets as well as cultural and recreational opportunities for all ages. We offer excellent pay and benefits, including affordable health insurance, generous sick and annual leave, paid holidays, Virginia Retirement System, Employee Assistance Programs, Credit Union and more.
Minimum Education/Experience
High school diploma or G.E.D. and 2 years of administrative experience.
Preferred Skill/Experience
Experience working with homeless services and the Continuum of Care (CoC).
Experience managing virtual meetings using platforms such as WebEx or Teams.
Competency using Microsoft Word, Excel and Outlook.
Experience providing quality customer service to clients and stakeholders.
Work Schedule
Monday-Friday, 37.5 hours per week
Special Requirements
About The Job
The Administrative Specialist for the Homeless Services Division will support the Senior Business Services Administrator (SBSA) who serves as the lead facilitator for Prince William Area Continuum of Care (CoC). They will be responsible for managing internal and external communications, facilitating meetings, maintaining records and organizational systems, and performing administrative tasks in support of the grant management. They must demonstrate strong organizational skills and possess the ability to communicate both orally and in writing to ensure the smooth operation of CoC activities.
Typical Tasks Include
- Meeting Coordination: Schedule meetings, create promotional materials, manage registrations, communicate with participants, prepare agendas, prepare meeting documents, make room reservations, set up meeting space, attending meetings (both in-person and virtual), taking and distributing meeting minutes.
- Documentation & Reports: Prepare and track data for grant reporting proper organization of CoC-related paperwork, support grant reporting by ensuring all necessary information is recorded and up to date.
- Communication: Serve as the primary contact for CoC members and external stakeholders: Manage email communications, coordinating updates via the CoC website, and sending out relevant information through mailing lists. Demonstrate proficiency in basic English grammar in written communications.
- Grant and Funding Support: Perform administrative tasks related to federal and state grant management including assisting with grant reporting, handling necessary documentation, and supporting audits.
- Relationship Building: Develop and maintain positive working relationships with a wide variety of stakeholders, such as service providers, shelters, government agencies, and community members.
- Event & Project Support: Assist with organizing events such as the annual Point-in-Time Count and related surveys, support the collection and preparation of data, assist with general CoC planning activities and other related projects.
- Office Organization: Maintain an organized office environment by managing inventory, archiving documents, and ensuring that shared office spaces are properly maintained and supplied.
- Provide administrative support to the Business Services Analyst and Senior Business Systems Analyst related to finance, invoices, contracts, grants, and the Homeless Management Information System (HMIS).
The Prince William Department of Social Services has a staff of over 400 and serves the community through adult and child-welfare programs, public benefits distribution, and homeless prevention services. We annually serve over 100,000 people with the goal of creating self-sufficiency and economic stability. Prince William County is a beautiful and historic community located thirty miles west of Washington, D.C. With a population over 470,000, we are one of Virginia’s fastest-growing counties. We have excellent schools, a wide variety of food and shopping outlets as well as cultural and recreational opportunities for all ages. We offer excellent pay and benefits, including affordable health insurance, generous sick and annual leave, paid holidays, Virginia Retirement System, Employee Assistance Programs, Credit Union and more.
Minimum Education/Experience
High school diploma or G.E.D. and 2 years of administrative experience.
Preferred Skill/Experience
Experience working with homeless services and the Continuum of Care (CoC).
Experience managing virtual meetings using platforms such as WebEx or Teams.
Competency using Microsoft Word, Excel and Outlook.
Experience providing quality customer service to clients and stakeholders.
Work Schedule
Monday-Friday, 37.5 hours per week
Special Requirements
- All DSS staff are required to provide emergency human services work, including staffing emergency shelters in the event of a community disaster.
- Candidates must pass criminal history, child protective services and DMV background checks.
- Resource/foster parents for youth in the Prince William foster-care program may not be employed by the Prince William Dept of Social Services. Resource/foster parents for youth from other localities are welcome to apply.
- Staff in this position may be eligible to telework but will be required to report to the office intermittently. Telework eligibility is subject to change as business needs warrant; there is no future guarantee of telework.
Salary : $25 - $37
