Office Assistant (Police Central Records)

City of Hampton; Hampton (VA); On-site; USD 19,000 - 30,000; Full time

Job summary

The City of Hampton is seeking an Office Assistant for the Central Records team within the Police Division. You will support law enforcement operations by handling a variety of administrative tasks that keep the department running smoothly.

Maintain confidential information and assist with general office duties in a fast-paced environment. Responsibilities include typing correspondence, managing mail and calendars, data entry, and coordinating with other city departments.

Qualifications

• Graduation from high school or successful completion of the GED.
• Requires the ability to efficiently use a computer and other office equipment to complete tasks; working knowledge of Microsoft Office.
• Requires the ability to learn complex computer programs; maintain records and attention to detail; follow complex oral and written instructions; work with diverse populations.

Responsibilities

• Types a variety of correspondence, reports and forms; may prepare minutes, newsletters, annual reports, purchase orders, and payment forms.
• Operates standard office machines and personal computers; reviews work for accuracy and completeness.
• Receives, sorts, and distributes incoming mail; answers phone calls; greets visitors and assists with general information questions.
• Maintains appointment calendars and notifies supervisors of schedule changes.
• May collect financial or statistical data and post it on prescribed forms.
• Assists with planning departmental functions or special events; supports coworkers with day-to-day tasks.
• Demonstrates regular and punctual attendance; performs other related duties as required.

Skills

Oral and written communication

Attention to detail

Data entry

Education

High School diploma or GED

Tools

Microsoft Office

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. Come work for Hampton, a vibrant waterfront community celebrating and embracing 400 years of history and innovation, creating an even more dynamic future! We are located in the center of the Hampton Roads region and offer lots of waterfront fun, rich and diverse history, and a vibrant restaurant scene. Hampton offers excellent benefits, career and professional development, tuition reimbursement and other benefits.\"

Are you a detail-oriented professional who thrives in a fast-paced environment and enjoys helping others stay organized? The Hampton Police Division is looking for a dedicatedOffice Assistant to join our Central Records team. In this role, you'll play a vital part in supporting law enforcement operations by handling a variety of administrative tasks that keep our department running smoothly. If you're dependable, proactive, and ready to make a difference behind the scenes, we want to hear from you!

Minimum Requirements

• Graduation from high school or successful completion of the GED.
• Requires the ability to efficiently use a computer and other office equipment to complete tasks. Requires good knowledge of office terminology, procedures, and equipment; working knowledge of Microsoft Office software; good understanding of business arithmetic and English.
• Requires the ability to: learn complex computer programs; maintain records and attention to detail; follow complex oral and written instructions, and establish and maintain effective working relationships with diverse populations.
• Must have effective oral and written communication skills.
• An acceptable combination of education and experience may be considered.
• Must possess a valid driver’s license and must have and maintain a satisfactory driving record based on the City of Hampton’s criteria.
• Must successfully pass a background check prior to any offer of employment or promotion.

Additional Requirements

• Requires the ability to maintain confidentiality of all information; the ability to make sound independent judgments within the context of established departmental and City policies and procedures.
• Requires contact with other City departments, the general public and other agencies.
• May require duties to be performed during evenings and weekends as scheduled

* This position is assigned to the Police Division and may be required to obtain and maintain NCIC/VCIN certifications and complete a Police Division background investigation to include a polygraph examination and pre-employment drug testing.

• Types a variety of correspondence, reports and forms; may type minutes of meetings, newsletters, annual reports, purchase orders, and authorization for payment forms. May use word processing system to compile and update a variety of membership rosters, mailing lists, form letters or other documents. Operates standard office machines, personal computers, word processors and other equipment. Reviews all work for accuracy and completeness.

• Sorts reports, compiles data and maintains files of correspondence, reference materials, statistical records, etc. May cross index and file data to ensure ease of location. May perform data entry duties. Maintains confidentiality of all information.
• Receives, sorts, and distributes incoming mail. Answers telephone, receives and greets visitors, ascertains nature of business, answers general information questions and/or refers the caller to appropriate individual or department. Ensures that coworkers are informed of all calls received during their absence. May maintain appointment calendar of supervisor.
• May collect financial/statistical data and post it accurately on prescribed forms.
• May assist in planning and implementing departmental functions or special events.
• Assist colleagues with day-to-day responsibilities as needed.
• Assists with special projects as needed.
• Demonstrates regular and punctual attendance.
• Performs other related duties as required.