Job Description

General Summary

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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.

Essential Responsibilities and Duties

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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.

Education, Experience and Skills

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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.

OR

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.

Physical Conditions & Additional Information

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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 (434) 970-3490 or hr@charlottesville.gov.




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 process. The City's 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 City's policy prohibiting employees from testing positive for marijuana.