Administrative Assistant III

City of Roanoke, Virginia; Roanoke (VA); On-site; USD 42,000 - 52,000; Full time

Job summary

City of Roanoke, Virginia seeks an Administrative Assistant III to support the Parks and Recreation department. The role involves payroll time entry, purchasing, onboarding, meeting coordination, and generating reports using spreadsheets and databases.

Strong attention to detail and organizational skills are essential. The position requires a high school diploma or GED, with an associate degree preferred and 3–5 years of related experience in admin support or a related field.

Qualifications

• High school diploma or GED; associate degree preferred.
• Three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

Responsibilities

• Participate in a wide variety of division or department projects by researching or providing relevant information.
• Handle routine to difficult administrative and technical tasks including payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts.
• Make decisions related to expenditure accounts on payment vouchers and purchases by line-item.
• Develop microcomputer applications for data collection and report generation using spreadsheets and database management software.
• Review purchase, obligation and payroll reports for accuracy.
• Assist with budget preparation and monitor budget expenditures.
• Coordinate facility maintenance and daily tracking of personnel, equipment and resources.
• Greet the public and direct requests to appropriate department; schedule meetings and assemble documents for Council and other meetings.

Education

High school diploma or GED

Associate degree

Job description

Administrative Assistant III – Parks and Recreation

The City of Roanoke is seeking an Administrative Assistant III to serve Parks and Recreation. This role performs 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 manager/director and members of various City commissions. Assembles required documents and information for Council and other meetings as required. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. May serve as HR contact for a department. 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.

Human Resource Contact Responsibilities

• Coordinates the hiring and on boarding of new employees
• Create job requisitions in NEOGOV. Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.
• Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task
• May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned.

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

• 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
• Other duties may be assigned.

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.

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. 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.

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.