What are the responsibilities and job description for the Administrative Assistant position at Town of Blacksburg, VA?
General Definition of Work
The Administrative Assistant for the Police Department-Services Division assists with major and minor purchases in compliance with Town purchasing policies, completes inventories of equipment, property, and various supplies, assists with office duties to include packaging and shipping items, and answering telephone calls.
Shift: Primarily Monday through Friday, between 8:00 am and 5:00 pm. Occasional evening and weekend hours.
The Town of Blacksburg is an EEO Employer M/F/D/V
Essential Functions
To perform this job successfully, an individual must be able to perform each essential function 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.
- Assists with preparing travel requests and per diem for all department personnel to include making training, hotel, rental car, and flight reservations
- Assists with obtaining purchased items by forwarding orders to suppliers, monitoring, and expediting orders
- Assists with the duties related to purchasing, managing, maintaining, and tracking inventory of the department's equipment and uniforms
- Assists with the development of vendor relationships for purchasing of uniforms and equipment including reviewing invoicing for accuracy and fulfilling requests from personnel
- Assists with monitoring all shipments to department ensuring that items are accurately delivered, in event of problems trace shipments and follow-up on undelivered items
- Assists with maintaining all printer and copier equipment and having appropriate supplies on hand and scheduling repairs of various department equipment
- Assists with managing the collection and maintenance and calibrations of speed measuring devices
- Assists with managing the collection, maintenance, and calibration of speed measuring devices
- Serves as back-up personnel for the public reception window
- Assists in the planning of community outreach programs and other events as needed
Knowledge, Skills, and Abilities
- Ability to use standard office equipment, manage purchase orders, monitor inventory, and provide administrative support
- Prior knowledge in supply chain procedures, purchasing software, MS Excel, Word, & Outlook
- Ability to develop and maintain effective relationships with vendors and other Police Department personnel
- Ability to communicate well with the public
- High school diploma or GED certification required
- Valid driver's license with a satisfactory driving record
- Obtain notary public certification within six months of employment
- Applicant must be able to pass extensive police background check.
Physical Requirements
- This work requires the occasional exertion of up to 50 pounds of force
- Work regularly requires using hands to finger, handle or feel, frequently requires standing, speaking or hearing and repetitive motions and occasionally requires walking, sitting and reaching with hands and arms
- Work has standard vision requirements
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word
- Hearing is required to perceive information at normal spoken word levels
- Work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities
- Work has no exposure to environmental conditions
- Work is generally in a moderately noisy location (e.g. business office, light traffic)
