Job Details

Description

The City of Roanoke is seeking an Administrative Assistant to perform a wide variety of progressive administrative work across varying departments related to the specialized function to which assigned. Job responsibilities include but are not limited to preparing documents based on data obtained from records and other sources and processing them in accordance with prescribed procedures as well as compiling information for reports and transactions and assisting in consolidation and presentation of data. The successful candidate will prepare and maintain files, mailing lists, and records including payroll and personnel information; prepare leave reports and monitor leave usage; perform routine supply purchasing tasks as necessary; and assist in the preparation of the organizational budget. They may serve as HR Contact for a department.

The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.

To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

This is a non-exempt position.

Examples of Duties

SUMMARY

Performs a wide variety of progressive administrative work across varying departments related to the specialized function to which assigned. Work is performed under general supervision.

EssentialJob Functions:

* Assisting part time employees and creating badges

* Collect data on facilities via research on web and by telephone.

* Type correspondence.

* Maintain calendar.

* Incident Reporting.

* Record retention

* Answer phone lines and direct calls.

* Relay messages via email.

* Order stationery, business cards, copy paper and office supplies.

* Send and distribute faxes, make photocopies, scan papers.

* Take minutes from meetings and transcribe

* Ship packages; mail sorting, pick up and distribution.

* Coordinate corporate relocations.

Nonessential Job Functions:

* Assist finance department in various day-to-day duties and other duties and responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

Typical Qualifications

QUALIFICATIONS

* Minimum of5 years of executive/administrative support experience.

* Proficiency in word processing and all Microsoft Office applications.

* Highly developed verbal and written communication skills in the English language

* Excellent organizational skills, attention to detail and ability to handle multiple assignments in a fast-paced and ever-changing environment.

* Ability to work effectively with all levels of management.

* Must demonstrate a high level of professional etiquette.

Supplemental Information

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine 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 and Work Environment:

The physical demands and work environment characteristics 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.

Physical demands:

* While performing the essential functions of job, the employee constantly operates a computer and other office devices such telephones, copy machines, fax machines, etc; frequently move about inside the office to access storage areas, cabinets and office machinery; constantly communicate via telephone, email and in-person with others and exchange accurate information.

Work environment:

* The duties of this position are usually performed indoors. The noise level in the work environment is usually moderate to loud during event days and minimal during non-event days.

The noise level in the work environment is usually moderate.

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.