Administrative Assistant III (Clerk of Council) chez City of Charlottesville, VA

About the Department

The Administrative Assistant III, under limited supervision, performs paraprofessional work in several functional administrative programs; responsible for the technical administrative work to support the Chief of Staff / Clerk of Council; 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.
 
This position works as part of a team in a fast-paced environment that requires strong communication and critical thinking skills, the ability to maintain confidentiality when necessary, and self-motivation, as well as the ability to effectively balance multiple priorities and differing work assignments. At this level, the incumbent is independently responsible for a comprehensive function, service, or unit within the overall goals of the organizational unit, frequently determining procedures, methods, and policy applications; preparing reports and policy recommendations; participating in long-range planning for administrative needs; and ensuring the final work product meets quality outcomes through the application of standard office methods and procedures.

Please include with your online application a cover letter. (Applications without a cover letter may not be considered.) To learn more about City Council and its operations, please visit: https://www.charlottesville.gov/677/City-Council

The preferred hiring amount is between $27.08 - $33.28 Hourly ($56,326.40 - $69,222.40 Annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities. 

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS, however 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 City's Benefits Administrator at 434-970-3462.

Position 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;

Accounting & Purchasing

• 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.

Data Management and Analysis

• 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;

Customer Service

• 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;

Human Resources

• 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;

Procedural Development and Project Oversight

• 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)

Performs other duties as assigned.

Minimum Qualifications

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.

Knowledge, Skills and Abilities: Reading comprehension to read standard business English; modern office methods and procedures, managing files and records; basic arithmetic skills; problem-solving skills to apply standard procedures to clearly defined problems; interpersonal skills to explain rules and procedure clearly; written and oral communications; database, spreadsheet and word processing applications including skilled methods of graphic presentations. Ability to establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments.

Other Qualifications

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.)

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