Administrative Assistant III (City Manager's Office)

General Summary

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

Administrative and Clerical Support

• Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software.
• Provides clerical support for department/unit as required; takes and posts minutes of required meetings.
• Receives, opens, and routes mail; receives, signs for, and distributes packages; may assist with bulk mailings.
• Prints, collates, and assembles reports/materials for distribution.
• Coordinates with department vendors on the maintenance of leased and/or warrantied equipment.
• Schedules meetings and rooms. Notifies participants of meetings and other functions in advance.
• Makes travel arrangements for staff as needed, including assignment and management of City credit card(s).
• May operate department specific computer systems/equipment, maintaining appropriate security, processing records, and monitoring training of new users.
• Depending on assignment/department, may assist in the coordination of vehicle inspections and maintenance schedules.

• Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs visitors appropriately.
• Provides accurate and appropriate information in response to routine, advanced, and complex inquiries with ability to interpret department and City policies and procedures.
• Has an advanced understanding of departmental services and assists with departmental processes. May be responsible for supporting a departmental program or service.
• Assists visitors in completing standard forms; may review them for completeness.
• Follows through, resolves, and seeks feedback regarding questions, requests, and/or complaints in a timely manner. Seeks out ways to improve customer services.
• May monitor department email account and respond to requests. May answer routine and/or advanced correspondence for supervisor.
• May update department website.
• May provide direct support for public events and/or emergency operations.

• Acts as a decentralized buyer. Prepares, verifies, reconciles statements, files, and processes a variety of accounting documents which may include but not limited to processing invoices, credit card accounts, requisitions, forms, reports, and/or work orders.
• Orders, inventories, receives, and/or shelves routine supplies, books, office equipment and other departmental supplies or equipment.
• Tracks expenditures in appropriate accounting software.
• May assist in monitoring departmental budget or specific program budgets. May assist with gathering information for budget development.
• May assist in reviewing or writing RFP’s, bid specifications and invitation to bid or request for proposal processes.

• Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems.
• Reviews completed work for accuracy and completeness.
• Collects and organizes data for reports and surveys; assists in analyzing data; creates simple tables and drafts reports, documents, and questionnaires; answers and responds to correspondence and survey questionnaires.
• Performs data analysis within established polices, models, and/or procedures.
• Maintains a system for tracking the progress of work.
• Establishes and maintains physical and electronic files, frequently of a confidential and/or sensitive nature, including internal personnel data.
• May perform inquiries in internal and external databases to determine and identify discrepancies.
• May assist in the preparation of narrative and statistical reports.

• Assists with the hiring process, scheduling interviews, pre-employment screenings, and with the onboarding of new departmental employees. May assist in screening applicants.
• Submits personnel transactions, including but not limited to new hires transactions, terminations, cost center changes, pay changes, and others.
• May be responsible for time entry related tasks such as accurately and timely submitting payroll time entries. Entering time manually or reviewing and verifying information from electronic timekeeping system, such as entry updates and leaves.
• May train staff on departmental and City policies, procedures, and systems.
• May have responsibility as a lead worker including providing direction and training to administrative support and temporary staff in the department.

• Produces and electronically distributes simple documents (e.g. procedural guidelines).
• Assists in developing improved office methods, procedures, and techniques related to the job; may assist in drafting SOPs.
• Assists in developing and presenting basic trainings or group facilitation.
• May assist in coordination of a department-wide process or service (maintenance, awards and recognition, newsletter, annual report).

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

• Based on assignment, may be required to respond upon activation from the City Manager of the Continuity of Operations Plan and/or Emergency Operations Plan. Must have the ability to be contacted and respond based on Department guidelines.
• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree or higher AND 3 years of clerical, office administration, and/or accounting experience.

• High School Diploma or GED AND 5 years of clerical, office administration, and/or accounting experience.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

• Associate degree or higher with a focus in public administration, business administration, management, accounting, or closely related courses.

• Required to successfully pass a pre-employment background check and pre-employment drug screen.
• May require obtaining Notary Public after hiring.

• Comprehensive knowledge of modern office methods, procedures, and equipment
• Thorough knowledge of public management and organization theories, principles, and practices at the local level.
• Thorough knowledge of managing files and records, database, spreadsheet, and word processing applications including standard methods of graphic presentations.
• Knowledge of subject matters related to assigned area, which may include federal, state, and local regulations, criminal justice system, or legal proceedings.
• Knowledge of the principles, practices, and techniques relating to budgeting, human resources support, and data management.

• Intermediate: ability to read and understand written materials such as books, journals, multi-step instruction manuals, standard financial reports, and reference materials.

• Intermediate: ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.

• Intermediate: Establishes and maintains effective working relationships and communications with management, employees, clients, customers, and the public. Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Explains rules and procedure clearly. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

• Requires Limited Direction: normally completes work according to their own judgment, requesting supervisory assistance occasionally. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Proficient skill in the use of Microsoft Office applications, graphics presentations, and department software.

• Prepares accounting, budget, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May monitor budget and assist with budget development.

• No formal supervisory responsibilities. However, may act in a lead capacity performing essentially the same work as those directed including guiding the work of others, training, instructing, and work quality review.

• Organizational and time management skills, sometimes under strict time constraints.
• Independently prioritizes and balances assignments and more complex tasks.
• Performing multiple tasks simultaneously.
• Constant interruptions, changes in tasks, and requests for service.
• Working closely with others as a part of a team.
• Work may be tedious or exacting.
• Must work effectively with sensitive and confidential issues and information.
• May require dealing with angry, frustrated and/or upset individuals.
• May require additional hours outside of normal schedule.

Physical Conditions & Additional Information

Physical Demands:

• Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.
• Ability to observe details at close range (within a few feet of the observer).

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level in the work environment is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.