Administrative Assistant

Gloucester County, VA; Gloucester (VA); Sur place; USD 40 000 - 50 000; Plein temps

Résumé du poste

Gloucester County is seeking an Administrative Assistant to provide comprehensive administrative and clerical support to the Community Engagement & Public Information Office. The role emphasizes efficient office management, schedule control, invoicing, and record keeping, serving internal staff and the public with professional service.

Under supervision, the incumbent will support marketing/publicity initiatives, manage The Beeline calendar, assist with FOIA requests, and participate in

Qualifications

• Associate’s degree in administrative support, technology, business, purchasing, or related field.
• Experience with processing invoices and payments, and general clerical tasks.
• Possession of a valid Virginia Driver’s License with clean driving record.
• Licensed Notary Public for Virginia or ability to obtain within 6 months.

Responsabilités

• Answers telephone and greet visitors.
• Prepares correspondence, reports, mail distribution, and filing (hardcopy and electronic).
• Assists with marketing and publicity projects and tasks.
• Manages schedules, calendars, and office records.
• Processes invoices and payments; handles P-Card duties.
• Assists with FOIA requests and county publications proofreading.
• Supports emergency public information in disaster or emergency.
• Coordinates special projects and assists with various administrative tasks.

Connaissances

Administrative support

Scheduling

Invoices and payments processing

Customer service

General clerical tasks

Proofreading

Database support

Vendor and invoice management

Formation

Associate's degree in administrative support or related field

Notary Public license (Virginia) or ability to obtain within 6 months

Description du poste

The Administrative Assistant provides valuable administrative and clerical support to help ensure the smooth operation of the Community Engagement & Public Information Office. This role plays an important part in supporting organizational efficiency by managing schedules, communications, and document processing, while consistently offering excellent service to both internal and external stakeholders.

Under general supervision performs a wide variety of advanced administrative, technical and fiscal support services for the Community Engagement and Public Information Department. Responsibilities include office management, processing and tracking invoices and payments, general clerical tasks and assisting with marketing and publicity projects and tasks. Employee must exercise independent judgment, initiative, and attention to detail in completing job duties. Employee must also exercise tact and courtesy in frequent contact with program participants, the general public, partners, vendors and other departments.

Reports to the Community Engagement and Public Information Director.

• Answers telephone and greet visitors.
• Prepares correspondence, generates and prepares reports, collects and distributes mail, manages and maintains a variety of records; hardcopy and electronic files.
• Assists the Community Engagement and Public Information Director and Public Communications/Media Specialist with the production of print and electronic media including “The Beehive”.
• Maintains The Beeline community calendar.
• Supports the Community Engagement Supervisor with administrative and programmatic tasks such as scheduling community building use and Full-Service School billing and related administrative tasks.
• Performs various accounting and purchasing functions for the department to include bill paying and administering P-Card program.
• Assists with the Cable Communications Partnership Program by handling customer inquiries and complaints.
• Utilizes software programs to make facility maintenance requests and submit information technology service requests.
• Assists in design and management of various databases for informational services to the government, school system, and community.
• Manages background search requirements for school volunteer recruitment program.
• Assists with Freedom of Information Act (FOIA) requests.
• Serves as a proofreader for County publications.
• Coordinates and collaborates on a variety of special projects as assigned.
• Serves as a trained member of the emergency public information center in the event of a disaster or emergency.
• Performs other duties as assigned.

• Possession of an associate’s degree, with course work in administrative support, technology, business, purchasing, or related field.
• Any equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
• Possession of a valid Virginia Driver’s License; possesses and maintains a driving record that meets established Gloucester County Driving Standards.

• Licensed Notary Public for the Commonwealth of Virginia or obtain commission within 6 months of employment.

Professional references are individuals who can attest to your job related knowledge, skills and abilities while working or in a volunteer capacity and are not family or personally related. Professional references should include job title, company name and address, phone numbers and email address if available.

Gloucester County is an Equal Opportunity Employer & Drug Free Workplace

OUR Community: Gloucester County