Command Administrative Assistant

Command Administrative Assistant Location Suffolk, VA :

Description *****PREVIOUS APPLICANTS NEED NOT APPLY***** Under general supervision, performs clerical and secretarial duties in City departments. Work involves independently preparing routine correspondence, compiling information for reports, maintaining files of a variety of records, reports, documents and correspondence and assisting in various bookkeeping and clerical support functions. Employee is responsible for screening and independently handling a variety of routine inquiries by telephone and in person. Employee must exercise considerable tact and courtesy in frequent contact with the public. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the , but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this .

Essential Job Functions

• Answers telephone and greets visitors; receives inquiries and complaints and provides information or refers caller to appropriate personnel; calls in complaints.
• Performs computerized data entry of various forms and records; retrieves information from computerized databases.
• Types material from typed or handwritten copy or machine dictation using a variety of complicated formats for preparing correspondence, reports, files and manuscripts; maintains files; maintains logs of incoming and outgoing documents; receives and sends fax documents to appropriate parties.
• Assists in performing some personnel related duties such as maintaining attendance records, sick, holiday, compensatory time and personal leave, etc., preparing and distributing payroll report and updating the job posting bulletin.
• Receives and distributes incoming mail; prepares mailings for the department; prepares copies, maintains inventory of office supplies; maintains records of postage.
• Monitors inventory of department equipment and supplies, including ensuring availability of adequate materials to conduct work activities and initiating orders for new/replacement materials.
• Receives and prepares payment invoices for recurring purchase orders and requisitions for special purchases; maintains log of invoices paid; maintains petty cash, including collecting and counting money and verifying total with daily cash reports, compiling deposits and submitting transmittal form to Treasurer's office.
• Performs minor maintenance on office machines, including refilling copier with paper and ink, fixing paper jams and troubleshooting copier problems; assists co-workers with computer programs and problems.
• Performs a variety of minor administrative functions to relieve department head of day-to-day operational details; assists co-workers with tasks as needed.
• May maintain and issue chip keys for automatic fuel systems and provide assistance as required to fuel customers.
• Performs other related duties as required.

Required Qualifications

Graduation from high school or GED equivalent supplemented by coursework/training in Office Support, Secretarial Science equivalent to 1 year of college and 9 months office support, secretarial or closely related experience ; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license. This position requires passing an extensive background investigation.

Supplemental Information

• Knowledge of the policies and procedures, organization and function of the department. Knowledge of modern office practices, procedures, equipment and standard clerical techniques including a knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
• Knowledge of modern accounting and bookkeeping methods, policies, procedures and practices.
• Skilled in the operation of a computer, or electronic data-entry equipment.
• Skilled in summarizing, tabulating and formatting data or information in accordance with a prescribed schema or plan, to facilitate the identification and extraction of useful information.
• Ability interpret policy and procedural guidelines and to resolve problems and questions.
• Ability maintain a variety of moderately complex records and to compile reports from such records.
• Ability type with accuracy at the speed required by the particular position.
• Ability communicate effectively in oral and written form.
• Ability exercise independent judgment, discretion and initiative in completing assignments.
• Ability exercise tact and courtesy in contact with the general public.
• Ability establish and maintain effective working relationships as necessitated by work assignments.
• Ability to speak and signal to people to convey or exchange information of a general nature.
• Ability to assist with achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.
• Ability to use mathematics involving the practical application of fractions, percentages, ratios and proportions.
• Ability to read technical instructions and procedures manuals to solve practical problems such as assembly instruction for tools and routine office equipment operating instructions; composes routine and specialized reports, forms, and business letters, with proper format.
• Ability to make frequent decisions, affecting the individual, co-workers, and others whom depend on the service or product.
• Ability to perform semi-skilled work involving set procedures and rules but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.
• Ability to make moderate impact decisions - affects those in work unit.
• Ability to inspect items for proper length, width and shape, and texture.
• Proficient in MS Office programs (Outlook, Word, Excel, etc.).
• Maintain strict confidentiality of records and information.