Administrative Assistant

Function

Performs a broad spectrum of clerical, technical and administrative duties in support of senior management for the City of Hampton. May support special projects as required.

Examples of Work

• Receives and screens visitors and callers from the general public, city departments and offices, and representatives of agencies outside of the city government.
• Responds appropriately and assists as needed to questions, comments, requests and citizen complaints.
• Assesses and resolves problems as necessary.
• Produces a wide variety of correspondence, documents and reports, in accordance with supervisor's professional style and preferences.
• Makes effective use of word processing, presentation, and spreadsheet software to prepare material for managers.
• May be required to analyze and prioritize information.
• Maintains supervisor's calendar. May coordinate group meetings, conference calls, and other departmental activities.
• Processes and prepares mail, maintains files.
• Participates as needed in maintaining time, attendance, leave and other personnel records.
• Participates as needed in maintaining the departmental budget.
• Maintains inventory and equipment to ensure smooth office operation.
• Proactively identifies needed resources and expedites acquisition the same (e.g. office supplies and services, contract support.) May process invoices and verify payment.
• May supervise assigned clerical and technical support personnel.

Qualifications

• Completion of a standard high school course of study or GED; business school training or coursework in Office Administration preferred.
• Considerable responsible clerical experience, preferably within a municipal government or other service related organization, is required.
• Requires thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public; must have the ability to pass a standard typing test with a minimum of 45 wpm and a maximum of six (6) errors.
• The ability to take and transcribe dictation may be required.
• Computer skills that include proficiency in word processing, spreadsheet and presentation software are required.
• Must possess the ability to make minor decisions in accordance with established policies and procedures; must be able to coordinate and organize resources in efficient and effective ways to meet goals; must be able to multi-task.
• Requires the ability to prepare effective written communication, and the ability to communicate effectively verbally.
• Must be detail-oriented, possess good organizational and follow-up skills, and have the ability to prioritize and meet deadlines.
• Must be able to create and maintain harmonious relationships with diverse populations.
• May be required to possess a valid motor vehicle operator's license issued by the State of Virginia and must have a satisfactory driver's record based on the City of Hampton criteria.

Features

• Performs duties under the general supervision of a designated senior manager.
• Work environment requires contact with the general public, city employees, elected officials, business executives, and representatives of municipal, state, and federal government, as well as other public and private organizations.
• The incumbent must exercise discretion and diplomacy when dealing with customers. Strong customer service and interpersonal skills are essential.
• Must have flexibility to work non-standard work hours when needed.
• This is a non-exempt position.
• The incumbent may be considered “essential personnel” during City emergency situations or at the direction of the City Manager which may include long hours and unusual schedules.