Administrative Assistant III - City Manager's Office
Administrative Assistant III - City Manager's Office
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$ 55764 - 68536
1 Vacancy
Job Description
General Summary
The City of Charlottesville is seeking candidates to be considered for the position ofAdministrative Assistant IIIwho are highly motivated and who strive for success by demonstrating Charlottesvilles Core Values of Commitment Integrity Respect Innovation and Collaboration.
Under limited supervision the Administrative Assistant IIIin the City Managers Office performs paraprofessional work in several functional administrative programs; responsible for the technical administrative work supporting the Deputy City Manager for Administration and to manage the financial operations for Offices of the City Manager; manages various aspects of general administrative processes such as: purchasing facilities operations office automation safety human resources customer service public information and other areas; and performs related duties as required.
The preferred hiring amount is between $26.81 $32.95 Hourly ($55764.80 $68536.00 Annually).Starting offer is based on applicable education experience and internal equity. This is a fulltime nonexempt position which provides excellent benefits including 13 paid holidays plus 1 floating holiday paid vacation and sick leave health insurance options with employer contribution employerpaid life insurance Citys retirement options gym membership reimbursement tuition reimbursement and continuing education/training opportunities.- For a general summary of benefits offered by the Cityplease click the benefits tab on this posting or visit City of Charlottesville manages its own retirement system and does not participate in VRShowever the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement please contact the Citys Benefits Administrator at.
Essential Responsibilities and Duties
Administrative and Clerical Support
- Prepares proofreads and edits memos letters reports forms documents and other materials using word processing spreadsheets databases or presentation software;
- Provides clerical support for department/unit as required; takes and posts minutes of required meetings;
- Receives opens and sorts mail; receives signs for and distributes packages; may assist with bulk mailings;
- Prints collates and assembles reports/materials for distribution;
- Orders inventories receives and/or shelves routine supplies books and office equipment;
- Coordinates with department vendors on the maintenance of leased and/or warrantied equipment;
- Schedules meetings and rooms. Notifies all participants of meetings and other functions in advance.
- Assists with development of office procedures;
- Prepares verifies files and processes a variety of accounting documents (invoices requisitions forms reports work orders) for routing and approval;
- Reconciles statements;
- Researches orders inventories and receives special purchases as directed;
- Tracks expenditures in appropriate accounting software;
- Monitors department budget. May assist with budget development;
- May act as a decentralized buyer; writing bid specifications and overseeing invitation to bid or request for proposal processes.
- Performs a variety of data entry tasks including entering and updating data in appropriate administrative support systems;
- Reviews completed work for accuracy and completeness;
- May perform inquiries in internal and external databases to determine discrepancies;
- Performs data analysis within established polices models and/or procedures;
- May assist in the preparation of narrative and statistical reports;
- Maintains a system for tracking the progress of work;
- Gathers tabulates displays and assists in analyzing factual data; drafts reports tables survey questionnaires and other documents; answers correspondence and survey questionnaires.
- Maintains physical and electronic files and records;
- Meets greets screens inperson and telephone customers and visitors; takes messages or directs visitors appropriately;
- Assists visitors in completing standard forms; may review them for completeness;
- Provides accurate and appropriate information in response to routine and more advanced inquiries with ability to interpret department and City policies and procedures;
- Responds to requests for more detailed services and assistance;
- Follows through resolves and seeks feedback regarding questions request and and/or complains in a timely manner. Seeks out ways to improved customer services;
- Has an advanced understanding of departmental services and is able to assist with departmental processes. May be responsible for overseeing a departmental program or service;
- Answers advanced correspondence for supervisor;
- May screen applicants;
- Communicates with department employees on personnelrelated programs;
- Coordinates the hiring and onboarding of new employees. Processes personnel transactions;
- Regularly responsible for payroll related tasks;
- Trains staff on departmental and City policies procedures and systems;
- May have responsibility for supervision of administrative support staff. Responsibility may include providing occasional direction to administrative support staff in the department and temporary staff;
- Produces and electronically distributes simple documents (e.g. procedural guidelines);
- Develops improved methods procedures and techniques related to the job;
- Develops and presents trainings facilitates meetings and or makes presentations to groups;
- May serve on special and/or regular teams and committees;
- May be responsible for coordination of a departmentwide process or service (maintenance security awards and recognition newsletter annual report)
Education Experience and Skills
Minimum Qualifications:
- Any combination of education or experience equivalent to a twoyear degree from an accredited university or college with a focus in public administration business administration management accounting or closely related courses preferred.
- A minimum of five (5) years of general clerical experience related to the duties of the position required.
Physical Conditions & Additional Information
Exertion level as outlined by the Department of Labor: LIGHT: work involves exerting up to 20 pounds of force occasionally or up to 10 pounds of force frequently or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount a job/occupation is rated Light Work when it requires: (1) walking or standing to a significant degree; (2) sitting most of the time while pushing or pulling arm or leg controls; or (3) working at a production rate pace while constantly pushing or pulling materials even though the weight or the materials is negligible. (The constant stress and strain of maintaining a production rate pace especially in an industrial setting can be and is physically demanding of a worker even though the amount of force exerted is negligible.)
The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race color creed religion national origin ancestry citizenship status age sex or gender (including pregnancy childbirth and pregnancyrelated conditions) gender identity or expression (including transgender status) sexual orientation marital status military service and veteran status physical or mental disability genetic information or any other characteristic protected by federal state or local laws. The City is dedicated to this with respect to recruitment hiring placement promotion transfer training compensation benefits employee activities access to facilities and programs and general treatment during employment.
Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434)or .
The City of Charlottesville conducts job related background checks reference checks and preemployment drug tests in accordance with federal state and local law of applicants who reach the final stages of the employment selection Citys policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law and it continues to be a violation of the US Department of Transportation regulations and the Citys policy prohibiting employees from testing positive for marijuana.
Required Experience:
Manager
Employment Type
Full-Time
