Administrative Assistant III (Parks & Recreation)

The Administrative Assistant III provides paraprofessional administrative support to the Director of the Parks & Recreation Department and assists with activities related to the Parks & Recreation Advisory Board including records and prepares official meeting minutes for internal and Advisory Board meetings. This includes coordinating meetings managing the Directors calendar and communications preparing agendas reports and meeting materials maintaining accurate departmental records and supporting customer service and administrative processes. The position also may assist with office systems purchasing credit card reconciliation HR-related administrative tasks and other operations as needed and may contribute to procedural improvements project support and other related duties as needed. Work is completed under the supervision of and reports to the Department Director.

At this level the incumbent is independently responsible within the overall goals of the organizational unit for a comprehensive function service or unit frequently requiring the determination of procedures methods and policy applications; prepares reports and policy recommendations; and participates in long-range planning for administrative needs within overall goals of the organizational unit.

• 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 .

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.

• May screen applicants;
• Communicates with department employees on personnel-related 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;

• Meets greets screens in-person 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;

• 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;

• 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 department-wide process or service (maintenance security awards and recognition newsletter annual report)

Minimum Qualifications:

• Any combination of education or experience equivalent to a two-year 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.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

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 pregnancy-related 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 or .

The City of Charlottesville conducts job related background checks reference checks and pre-employment 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.