Job Details

Administrative Assistant III

The City of Roanoke is seeking an Administrative Assistant III 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. High school diploma or general education degree (GED) supplemented by courses in keyboarding and shorthand; one to three years experience and/or training in clerical/administrative work; or equivalent combination of education and experience is required. This is a part-time position with a target of no more than 25 hours per week. 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.

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. Essential duties and responsibilities include the following. Other duties may be assigned.

• Prepares documents based on data obtained from records and other sources and processes them in accordance with prescribed procedures
• Compiles information for reports and transactions and assists in consolidation and presentation of data
• Prepares and maintains files, mailing lists and records including payroll and personnel information; prepares leave reports and monitors leave usage
• Conducts transactions with the public in matters requiring a detailed knowledge of rules, procedures, policies, precedents and activities
• Checks and reviews a variety of data for accuracy, completeness and conformance
• Composes routine correspondence and prepares reports from oral instructions
• Establishes databases to record and manipulate data and information
• Makes appointments and greets visitors
• Operates various office machines and equipment as required
• Performs routine supply purchasing tasks as necessary
• Issues permits and licenses
• Assist in the preparation of the organizational budget
• Takes and transcribes dictation, records minutes as necessary

This job has no supervisory responsibilities.

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) supplemented by courses in keyboarding and shorthand; one to three years experience and/or training in clerical/administrative work; 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 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: 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.