Administrative Assistant

City of Virginia Beach; Virginia Beach (VA); Presencial; USD 39.000 - 60.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Dental insurance

Life insurance

Retirement plan

Parental leave

Paid holidays

Paid leave

Descripción de la vacante

The City of Virginia Beach is seeking an Administrative Assistant to support the Community Corrections Pretrial program. The ideal candidate will coordinate day-to-day operations, manage front desk reception, schedule and track meetings, and handle records with discretion.

Responsibilities include preparing communications, organizing training records, processing documents, and assisting with budget tasks. This role requires professionalism, accuracy, and effective interdepartmental communication.

Formación

• High school or GED plus three (3) years’ experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant.

Responsabilidades

• Draft, proofread, and distribute program communications, including emails, memos, and reports.
• Serve as the main point of contact for inquiries directed to the division administrator.
• Prepare, process, and file documents, ensure they comply with departmental policies.
• Maintain organized system for digital and physical records.
• Organize and prepare for meetings, virtual and in person, including scheduling, creating agendas, preparing presentations, and taking minutes.
• Maintain all training records for the program, providing timely reminders to staff about upcoming training requirements, city-mandated training, and annual training packets.

Conocimientos

Customer Service

Meeting Minutes

Ordering Supplies

Scheduling Interviews

Educación

High school diploma or GED

Descripción del empleo

Job Posting End Date:October 29, 2026Department:HUMAN SERVICESCompensation Grade:G17Compensation Range & Starting Salary:Pay Range: $38,792.00 - $60,465.60Starting salary may be negotiable based on qualificationsJob Exempt (If No, Position is eligible for overtime):NoAbout Us:Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference.Job Duties and Preferred Qualifications:The City of Virginia Beach is looking to hire an Administrative Assistant to work with the Community Corrections Pretrial program. The ideal candidate will have experience coordinating day-to-day functions including front desk reception, call transfers, managing calendars and schedules, maintaining accurate records, entering and managing data, as well as handling confidential information with discretion. The candidate will also organize meetings, prepare reports, assist with budget-related tasks, and facilitate communication across the program.Duties:Draft, proofread, and distribute program communications, including emails, memos, and reports. Serve as the main point of contact for inquiries directed to the division administrator.Prepare, process, and file documents, ensure they comply with departmental policies. Maintain organized system for digital and physical records.Organize and prepare for meetings, virtual and in person, to include scheduling, creating agendas, prepare presentations, and taking minutes.Maintain all training records for the program, providing timely reminders to staff about upcoming training requirements, city-mandated training, and annual training packets.Accurately track and record all bus passes issued by the program, submitting reports and any additional required records to the Administrative Specialist II or Administrator as instructed.Assist with client inquiries by communicating effectively to address their needs, provide accurate information, or direct them to the appropriate staff member.Manage incoming communication, phone calls, physical mail, and emails. Provide initial response to client and family inquiries, concerns, and complaints in a timely and professional manner.Greet clients at the reception desk, ensure they are processed correctly and treated equitably and respectfully. De-escalate tense situations when necessary and promptly report any issues or concerns to the appropriate staff member or supervisor.Order supplies, managing mail, and assisting with other clerical duties to support the administrator and team as needed.Assist in planning, coordinating, and executing events, including procuring supplies, food, decorations, and arranging the space.Assist with hiring new staff, arrange interviews, complete new hire paperwork and ensure computer access and other equipment is ready when person begins work.Work Schedule: Monday-Friday 8am-5pm or 8:30am-5pmThe City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and Paid Leave.Preferences:Experience assisting callers and visitors, utilizing customer service skills.Experience utilizing Microsoft Office Suite.Experience with data entry and running reports.Experience managing, tracking and ordering office supplies.Experience accurately taking meeting minutes to disseminate information.Experience working with people who have mental illness and/or substance use history.Experience multi-tasking and prioritizing tasks with strict deadlines.***Must be able to obtain and maintain CJIS clearance along with National Crime Information Center (NCIC) and Virginia Criminal Information Network (VCIN) certification.PLEASE NOTE this position has AUTOMATIC DISQUALIFIERS as specified below:Applicants with a felony conviction.Applicants wanted for a crime in state or out of state.Applicants with a Class 1 or 2 misdemeanor conviction (s), excluding those set forth in Title 46.2 of the VA Code or 1 offense of DUI. These crimes are characterized as involving moral turpitude (lying, cheating, stealing) or gross misconduct (generally crimes against a person and crimes involving drugs or other controlled substances).Applicants found not guilty of any crime by reason of mental illness.Applicants with prior serious abuses / violations of NCIC/VCIN systems.Applicants listed on the Terror Watch List or Violent Gang File.Please note this position is also Grant-funded with no established end date. Accordingly, the following information relates to this position. You will be required to sign a Condition of Employment letter upon hire.The position is subject to the continuation of CIP, grant or Non-Profit Foundation funding.Expiration of the grant or discontinuation of CIP or Non-Profit Foundation-funding for the position shall result in its elimination; at which time, you will be separated from employment. The City will provide as much advance notice as possible to you.The City’s Reduction in Force Policy (6.11) does not apply to your employment.All remaining policies, appropriate to your employment status, are extended to you with your compliance being mandatoryAdditional requirements:• DMV Transcript: No• CDL: No• Drug & Alcohol Clearinghouse: No• CPS Check: No• Physical: No• Respirator: No• Psychological Screening: No• Polygraph: No• At Will: NoMinimum Requirements:Minimum Qualifications: High school or GED plus three (3) years’ experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant.Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Must be able to obtain and maintain CJIS clearance along with National Crime Information Center (NCIC) and Virginia Criminal Information Network (VCIN) certification.Skills:Customer Service, Meeting Minutes, Ordering Supplies, Scheduling InterviewsWorking Conditions:Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business.The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position.https://workingcondition-summary-prod.s3.amazonaws.com/P8835.pdfOfficial Job Descriptions:To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=EVRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.