Administrative Specialist - Executive (Town Manager's Office)

Town of Blacksburg, VA; Blacksburg (VA); On-site; USD 43,000 - 50,000; Full time

Job summary

The Town of Blacksburg, Virginia is seeking an Administrative Specialist to provide complex and confidential administrative support to the Town Manager, Deputy Town Managers, and divisions under the Town Manager. This role coordinates schedules, travel, and documents, and maintains payroll and financial records.

The position requires strong organizational, writing, and communication skills, with experience in government-related administration.

Qualifications

• Experience in office administration and clerical duties.
• Ability to produce clear, accurate reports and documents.
• Familiarity with confidential information handling.

Responsibilities

• Coordinate calendars, appointments, and meetings for the Town Manager and Deputy Town Managers.
• Arrange travel and prepare itineraries and related documentation.
• Prepare, edit, and format reports and presentations with professional appearance.
• Draft, review, and edit correspondence and memoranda for executives.
• Serve as liaison between the Office and departments, officials, and the public.
• Provide professional customer service and direct inquiries as appropriate.
• Receive and route inquiries, coordinating with departments for responses.
• Maintain confidential records and filing systems (electronic and hard-copy).
• Update administrative records, contact lists, and reference materials.
• Enter and maintain payroll information for the Office and divisions.
• Monitor expenditures, process invoices and purchase orders, reconcile expenses.
• Order office supplies and perform routine admin functions.
• Provide support for special projects and events.
• Organize assignments to meet deadlines with minimal supervision.
• Perform additional duties as assigned.

Skills

Organization & time management

Written & verbal communication

Confidentiality & discretion

Customer service skills

Professional correspondence & editing

Education

High school diploma or GED

Associate degree in Administration or similar

4+ years of related administrative experience

General knowledge of government policies

Tools

Microsoft Office 365

Job description

The Town Manager's Office for the Town of Blacksburg is seeking an Administrative Specialist to provide complex and confidential administrative support to the Town Manager, Deputy Town Managers, and divisions under the Town Manager. This position coordinates schedules, meetings, and travel arrangements; prepares correspondence, reports, and presentations; maintains records and financial documentation; and performs a variety of administrative duties to support daily operations.

The set starting range for this position is $42,874 to $50,234 annually.

The Town of Blacksburg is an EEO Employer M/F/D/V

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

• Coordinates calendars, appointments, and schedules meetings for the Town Manager and Deputy Town Managers
• Arranges travel and prepares related itineraries and documentation
• Prepares, edits, and formats reports, presentations, and other administrative documents, ensuring clarity, accuracy, and a professional appearance
• Composes, reviews, and edits correspondence, memoranda, reports, and other documents on behalf of the Town Manager and Deputy Town Managers, ensuring accuracy, professionalism, and confidentiality
• Serves as a liaison between the Town Manager's Office, Town departments and divisions, elected and appointed officials, and the general public to facilitate communication and coordinate administrative matters
• Communicates with citizens, elected and appointed officials, and Town employees; provides professional customer service and directs inquiries as appropriate
• Receives, responds to, and appropriately directs inquiries, concerns, and requests from citizens; coordinates with applicable Town departments to facilitate responses and follow-up
• Maintains confidential records and correspondence and organizes electronic and hard-copy filing and archival systems
• Maintains and updates administrative records, contact lists, and reference materials to ensure accurate information
• Enters and maintains payroll information for the Town Manager’s Office and associated divisions, ensuring timely and accurate data entry in accordance with established payroll procedures and deadlines
• Assists with monitoring office expenditures, processing invoices and purchase orders, reconciling expenses and credit card receipts, and maintaining related financial documentation
• Orders office supplies and equipment and performs routine administrative and office management functions
• Provides additional administrative assistance to divisions under the Town Manager, including coordinating requests, preparing documents, and supporting day-to-day administrative operations
• Provides administrative and logistical support for special projects, initiatives, meetings, and events coordinated through the Town Manager's Office
• Organizes administrative assignments and follows through on priorities and deadlines with minimal direct supervision
• Performs additional duties as assigned

• Thorough knowledge of standard office practices, procedures, equipment, and records management
• Excellent organizational, customer service, and written and verbal communication skills
• Strong writing, editing, and document preparation skills for reports and presentations
• Proficiency with Microsoft Office 365 applications, including Outlook
• Ability to communicate effectively with citizens, elected and appointed officials, and coworkers
• Ability to maintain confidentiality, exercise initiative and sound judgment, establish effective working relationships, and carry out complex assignments independently

Education and Experience

• High school diploma or GED is required
• Associate degree in Administration or similar field is preferred or equal combination of education and experience
• A minimum of four (4) years of related work experience in Administrative work is required
• General knowledge of government policies and practices is preferred

Special Requirements

• Notary public within six months of hire
• Valid driver’s license with a satisfactory driving record

• This work requires the occasional exertion of up to 10 pounds of force
• Work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and occasionally requires standing, walking, stooping, kneeling, crouching or crawling and reaching with hands and arms
• Work has standard vision requirements
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word
• Hearing is required to perceive information at normal spoken word levels
• Work requires preparing and analyzing written or computer data and operating machines
• Work has no exposure to environmental conditions
• Work is generally in a moderately noisy location (e.g. business office)