Office Assistant Senior (Part-Time)

City of Hampton; Hampton (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

The City of Hampton's Sherriff's Office seeks an experienced administrative professional to perform advanced clerical, data, and office management support. You will assist leadership, prepare reports, maintain records, and ensure efficient operations while delivering excellent customer service.

The role requires a minimum of three years clerical experience, a high school diploma or GED, and proficiency with Microsoft Office.

Qualifications

• High school diploma or GED required.
• Minimum of three years clerical/administrative experience.
• Proficient in Microsoft Office and office equipment.
• Strong written and verbal communication skills.
• Valid driver’s license with clean driving record.
• Ability to learn complex computer programs and maintain records.
• Background check required; safety sensitive position.

Responsibilities

• Perform clerical, administrative, and office management support.
• Prepare reports and correspondence; maintain records.
• Coordinate meetings and projects; assist with accreditation activities.
• Provide excellent customer service to visitors and callers.
• Maintain confidentiality of all information.
• Assist with special projects and duties as needed.

Skills

Communication

Customer service

Attention to detail

Office software

Education

High school diploma or GED

Tools

Microsoft Office

Job description

(THIS POSITION IS WITH THE SHREIFF'S OFFICE AND SAFTEY SENSITIVE)

The purpose of this class is to perform advanced clerical, administrative, technical, and office management support functions for the Hampton Sheriff's Office. The incumbent provides administrative support to leadership, prepares reports and correspondence, maintains records, assists with accreditation and compliance activities, coordinates meetings and projects, and ensures efficient office operations while providing excellent customer service.

Typical Task:

• 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 a 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. Macross-indexes 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 the appropriate individual or department. Ensures that coworkers are informed of all calls received during their absence. May maintain the supervisor's appointment calendar.
• 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.

Minimum Requirements

• Graduation from high school or successful completion of the GED.
• Requires a minimum of three (3) years of clerical or administrative experience.
• 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.
• This position is safety sensitive and is subject to testing for alcohol and controlled substances in accordance with the City's current substance abuse policy.
• Must successfully pass a background check before 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,c and other agencies.
• May require duties to be performed during evenings and weekends as scheduled
• 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.

“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 that recognizes the unique skills and experiences that military families bring. Come work for Hampton, a vibrant waterfront community that celebrates and embraces 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.”