Administrative Assistant - Sr. ( Information Technology Department )

City-of-Hampton,-Va; Hampton (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

The City of Hampton IT Department seeks a Senior Administrative Assistant to provide high-level clerical, technical, and administrative support to the CIO and IT team. The role balances executive scheduling with hands-on mail room operations and department procurement.

Ideal candidates will have five years of senior-level support experience, proficiency in Office software, and a demonstrated ability to handle confidential information while coordinating with multiple City departments and external

Qualifications

• Requires high school diploma or GED; Associate degree or coursework preferred.
• Proficient in word processing, spreadsheets, and presentation software.
• Five years of senior-level support and scheduling experience preferred.
• Combination of education and experience may be considered.

Responsibilities

• Manages CIO's calendar, schedules meetings and appointments, coordinates conference calls.
• Performs specialized administrative duties: data entry, file management, calls screening, voicemail.
• Produces correspondence, reports, and presentations using word processing, spreadsheets, and slides.
• Manages department systems, personnel records, and the budget; leads clerical staff and training.
• Oversees office procurement and mail room operations; coordinates with City departments and the public.

Skills

Calendar management

Scheduling

Data entry

Word processing

Spreadsheets

Presentations

Confidentiality

Communication

Multi-tasking

Education

High school diploma or GED

Associate degree preferred

Tools

Postage machine

Office equipment

Job description

Join the City of Hampton team! As a proud V3 (Virginia Values Veterans) employer and a designated Military Spouse-Friendly Employer, we are committed to supporting veterans and military spouses. We offer a welcoming and inclusive workplace, recognizing the unique skills and experiences that military families bring.”

The City of Hampton's Information Technology Department is seeking a highly organized and service-oriented Senior Administrative Assistant to provide senior-level clerical, technical, and administrative support to the Chief Information Officer (CIO) and the IT Department. This position manages the CIO's calendar and scheduling, coordinates department procurement and office operations, and oversees the City's central mail room — including receiving and distributing all incoming and outgoing mail and packages and maintaining postage equipment and funds. The ideal candidate is detail-oriented, discreet, and comfortable balancing executive-level support with hands-on daily mail room operations.

Minimum Requirements

• Graduation from high school or successful completion of the GED; an Associate's degree or some college level coursework in Office Administration, Legal Secretarial Science, Business Law, Business or Public Administration or a closely related field of study is preferred.
• Computer skills that include proficiency in word processing, spreadsheet and presentation software are required.
• Requires five (5) years of experience in providing support and scheduling at a senior level, preferably within a municipal government or other service related organization.
• A combination of education and experience may be considered for this position.

Additional Requirements

• Requires the ability to maintain confidentiality of all information.
• Requires effective communication with internal and external customers.
• Requires thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public; the ability to take and transcribe dictation may be required.
• Must possess the ability to make minor decisions in accordance with established policies and procedures; must be able to coordinate and organize resources in efficient and effective ways to meet goals; must be able to multi-task.
• Extensive contact with the general public, related agencies, community organizations, agency staff, and other City departments.
• May require working beyond a standard 40-hour work week to include evenings and weekends.
• The incumbent may be considered “essential personnel” during City emergency situations or at the direction of the City Manager which may include long hours and unusual schedules.

* This position will support the Information Technology Department and specific departmental duties are listed below.

Executive & Administrative Support

• Manages the CIO's calendar, schedules meetings and appointments, and coordinates conference calls and departmental activities.
• Performs a variety of specialized administrative duties, including data entry; creating, maintaining, and purging files; answering and screening incoming calls; and monitoring voicemail.
• Produces correspondence, reports, and presentations in accordance with the CIO's professional style and preferences, using word processing, spreadsheet, and presentation software; may analyze and prioritize information to make recommendations.
• Manages assigned department systems and processes; assists as needed with maintaining personnel records and the departmental budget.
• Serves as a lead worker for clerical and technical staff and may provide training.
• May be required to maintain confidentiality of sensitive department information and coordinate with other City departments, agencies, and the public.

Office & Procurement Support

• Monitors and orders office supplies and equipment; maintains inventory to ensure smooth office operations.
• Processes invoices and verifies payment for department purchases.

Central Mail Room Operations

• Receives and distributes all incoming mail, packages, and express mail; prepares and sends all outgoing mail each day.
• Greets and serves mail room customers and distributes received mail and small parcels to department mailboxes.
• Operates the postage/mailing machine, verifying correct postage daily and recording postage in the log book.
• Signs for incoming large and small packages; orders mail machine supplies; ensures sufficient postage and manages funds for the postage machine.
• Prepares monthly billing reports for packages and postage.
• Demonstrates regular, punctual attendance; performs other related duties as assigned.