Administrative Assistant III

The City of Roanoke is seeking an Administrative Assistant III to serve in Planning, Building, and Development. This position performs routine to difficult administrative and technical work functions that require interpretation, judgement and determination of appropriate processes and procedures. Handles a variety of routine administrative or technical departmental assignments that include the review and issuance of code violation notices, work orders, invoices and property liens as well as payroll time entry, purchasing, Pcard coding, and contracts. Maintains required documents and ensures compliance with recordkeeping requirements. Arranges meetings and assembles required documents and information. Schedules appointments and inspections. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software. Functions as a member of the call center for the City's 2000 line option for citywide information, referral, service requests and complaints. This position entails extensive customer service and requires obtaining and maintaining knowledge of the functions and responsibilities of all city departments and related agencies. Must be proficient in Microsoft Office applications. Call center experience is helpful but not required. High school diploma or general education degree (GED); Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

Human Resource Contact responsibilities
Coordinates the hiring and on boarding of new employees
Create job requisitions in NEOGOV. Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.
Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task
May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned.

 SUMMARY 
Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used.  Work is performed under general supervision.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Participate in a wide variety of division or department projects by researching or providing relevant information

Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts

Responsible to make decisions related to expenditure accounts on all payment vouchers and purchases made with P-card by line-item

Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages

Reviews purchase, obligation and payroll reports for accuracy

Reviews existing and recommends improved policies, practices and procedures

Assists with budget preparation and monitors budget expenditures

Collects and compiles information and prepares complicated statistical reports

Coordinates facility maintenance and handles daily tracking of personnel, equipment and resources

Gives information to the public or directs requests to appropriate department

Arranges meetings and conferences; makes appointments for the manager/director and members of various City commissions

Assembles required documents and information for Council and other meetings as required

Composes and types letters and memoranda in conformance with City policies independently from brief instructions

Establishes and maintains filing systems and office procedures; keeps confidential files

**Codes Compliance additional duties

Handles a variety of administrative and technical duties as a member of the Codes Compliance Team 

Reviews and corrects violation requests, issues code violation notices, schedules re-inspections, and issues work orders on a daily basis. Answers, screens, directs or refers Code Enforcement calls, visitors, and mail 

Reviews Code Enforcement cases through their life cycle. This requires access to and a working knowledge of multiple city department systems and some state systems

Responsible for the timely generation of invoices to optimize cost recovery of abatement charges and collection of inspection fees 

Drafts simple legal instruments and documents such as affidavits and property liens?

Generates real property liens necessitated by removal of noxious weeds. Reviews invoices billed to determine eligibility for placement of liens. Researches Advantage system to determine payment status and real estate records to verify property ownership and obtain correct legal descriptions of parcels. Prepares lien document and sends to the City Attorney's office for signature and notarization. Prepares court cover sheets for each lien document and deliver to the Circuit Court for recording

Reviews Title Searches to determine ownership, lien holders, heirs, and parties of interest to notify of proposed city demolitions. Conducts research to ascertain current legal names and mailing addresses for the businesses and individuals identified in the Title Search

Functions as a member of the call center for the City's 2000 line option for citywide information, referral, service requests and complaints. Entails extensive customer service and requires obtaining and maintaining knowledge of the functions and responsibilities of all city departments and related agencies. Creates and maintains effective working relationships and contacts with other city departments and outside agencies

Creates citizen service requests in QAlert Citizen Request Management System. Re-routes or pinpoints routing of existing requests to facilitate processing and completion. Researches and provides information on request progress and status as requested

Composes and submits legal ads for publication

** Police Department additional duties:

SUMMARY 
 Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used.  Work is performed under general supervision.  
 
 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Participate in a wide variety of division or department projects by researching or providing relevant information
• Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires, voice transcription review, and basic data entry
• Develops proficient habits for data collection and report generation using spreadsheet and database management software packages
• Reviews existing and recommends improved policies, practices and procedures
• Assists with budget preparation and monitors budget expenditures
• Collects and compiles information and prepares basic statistical reports
• Gives information to the public or directs requests to appropriate department
• Arranges meetings and conferences; makes appointments if needed for the direct report supervisor
• Assembles required documents and information for direct report supervisor
• Composes and types letters and memoranda in conformance with City policies independently from brief instructions
• Establishes and maintains filing systems and office procedures; keeps confidential files

Interacts with public over the phone on a daily basis and provides answers to basic fact-finding questions relating to incident reports

SUPERVISORY RESPONSIBILITIES
Applicant will supervise two to four subordinate administrative staff and train assigned staff as needed.  Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

May serve as HR Contact for a department

Human Resource Contact
Coordinates the hiring and onboarding of new employees
Create job requisitions in NeoGov. Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.
Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task. May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES
May supervise  and train assigned staff as needed.  Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.LANGUAGE SKILLS 
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

REASONING ABILITY 
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include ability to adjust focus.

WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. As with any enforcement entity, the recipients of violation notices or abatement actions are typically irritated while a few may become very angry and even combative. At such times, the work environment may occasionally become loud and abusive.

This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.

Salary : $39,932 - $45,920