Office Assistant

Government of the Virgin Islands; Charlotte Amalie (United States Virgin Islands); On-site; USD 42,000 - 66,000; Full time

Job summary

Government of the Virgin Islands is seeking a highly organized administrative professional to provide confidential support and manage workflows for a division. The role includes handling vendor payments, preparing memos, coordinating travel, and developing routine reports.

The incumbent will support budgeting activities, monitor contracts, maintain filing systems, and liaise with public relations and other agencies.

Qualifications

• Bachelor's degree in business administration, accounting, project management, or related field.
• High School Diploma or equivalent with at least four years of administrative support experience.

Responsibilities

• Provide personalized, confidential administrative support to ensure smooth workflow.
• Vetting and processing vendor payments and related financial documents.
• Prepare interoffice memorandums and correspondence; maintain filing systems.
• Coordinate travel arrangements inter-island and for division staff.
• Develop and revise reports on a monthly, quarterly, and annual basis.

Skills

Administrative support

Budgeting

Vendor payments

Data coordination

Education

Bachelor's degree

High School Diploma + 4+ years experience

Job description

FACTOR 1-KNOWLEDGE REQUIRED BY THE POSITION

Under the general supervision of a Commissioner, Deputy Commissioner or designee, a n employee in this class is responsible for providing personalized and confidential administrative support, necessary to ensure a smooth workflow within the office he/she is assigned. Work in this class is distinguished by its highly confidential nature, as the employee will be tasked with various projects and assignments inclusive of administrative support, vetting and processing vendor payments.

The incumbent is expected to exercise sound independent judgment, coordinate multiple tasks, and demonstrate strong analytical and reasoning skills. This position requires a confidential relationship to a policymaker.

Performs all administrative functions required for the efficient functioning of the office, not limited to composing and preparing interoffice memorandums and correspondence.

Coordinates and plans travel arrangements both inter-island and out of the territory for division staff.

Develops, initiates, maintains, and revise reports; monthly, quarterly, bi-annual, and annually pertinent to the office's functions.

Provides assistance in the preparation of the annual budget for the Division before submission to the Commissioner for approval.

Orders and stocks safety, operations, and/or program supplies, inventory, and standardization of supplies.

Monitors, tracks, and records administrative, financial, and/or program related contracts, memorandum of agreements, miscellaneous disbursements vouchers, requisitions, and miscellaneous encumbrance documents.

Maintains office filing system for administrative, financial, and/or program staff.

Advises, assists, and responds to all inquiries received by the Division from the public; Liaises with the Public Relations Coordinator, other Government agencies, and vendors relating to a range of administrative subjects, procedures, and policies consistent with the Department's mission.

Coordinates and works on special projects.

Reviews and completes the Time & Attendance for the division staff members.

Performs other related duties as required.

Bachelor's degree from an accredited college or university in business administration, accounting, project management, or a related field.

OR

High School Diploma or its equivalent from an accredited institution and at least four (4) years of experience in administrative support work.

FACTOR 2-SUPERVISORY CONTROLS

Work is assigned by a higher-level official in terms of the specific project or assignments with overall objective, priorities, and any anticipated problems.

The incumbent carries out assignments through to completion, solving problems as they occur while utilizing considerable judgment and latitude of independence.

Work progress is periodically evaluated by an objective performance evaluation process.

FACTOR 3-GUIDELINES

Guidelines include the VI Code, departmental rules, regulations, and policies, standard operating procedures, and manuals.

FACTOR 4-COMPLEXITY

Work involves the organization and coordination of data collection for specific projects, maintains work records and reports.

FACTOR 5-SCOPE AND EFFECT

The purpose of work is to collect data or information and to implement projects.

FACTOR 6-PERSONAL CONTACTS

Contacts are elected officials, media representatives, departmental staff, employees from other government agencies, managerial personnel, other administrative officials, and the public.

FACTOR 7-PURPOSE OF CONTACTS

Contacts are made for research purposes, to collect data and information, to disperse information regarding specific projects and/or permits and to verify that proper procedures are followed.

FACTOR 8-PHYSICAL DEMANDS

Work is primarily sedentary; however, some walking may be needed to effectively correspond with the entire department staff.

FACTOR 9-WORK ENVIRONMENT

Work is performed in an office setting and may require some travel to visit job sites.