Job Details

Administrative Assistant

The City of Roanoke's Fire-EMS Department is seeking an Administrative Assistant to perform routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees. Arranges meetings and conferences; makes appointments for the Command Staff and members of Fire-EMS. Assembles required documents and information for meetings as required. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. 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.

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.

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

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.

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. 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.