Administrative Assistant II (Police Fiscal Bureau)

City of Charlottesville (VA)•Charlottesville, VA

37d•$49,192 - $61,734

About The Position

This Administrative Assistant II position is assigned to the Charlottesville Police Department's Fiscal Administrative Bureau and provides administrative and fiscal support to the department. Under general supervision, performs paraprofessional work in one or more functional administrative programs; responsible for the administrative work of a department, division or work unit; performs various aspects of general administrative processes such as: accounting and purchasing, data and records management, customer service, administrative support, and human resources; and performs related duties as required. At this level, the incumbent is responsible for an end product of work and by independent application of knowledge of standard office methods and procedures. The preferred hiring range for this position is between $23.65 - $29.68 an hour ($49,192.00 - $61,734.40 annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays + 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities. 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. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Requirements

Any combination of education or experience equivalent to a high school diploma.
A minimum of two (2) years of general clerical experience related to the duties of the position required.
Reading comprehension to read standard business English
Modern office methods and procedures, managing files and records
Basic arithmetic skills
Problem-solving skills to apply standard procedures to clearly defined problems
Interpersonal skills to explain rules and procedure clearly
Written and oral communications
Database, spreadsheet and word processing applications including standard methods of graphic presentations.
Ability to establish and maintain effective working relationships with management, employees, clients, and the public
Understand program objectives in relation to departmental goals and procedures
Organize and prioritize work assignments.

Nice To Haves

Any academic work in public administration, business administration, management, accounting or closely related courses preferred.

Responsibilities

Prepares, verifies, files, and processes a variety of accounting documents (invoices, requisitions, forms, reports, work orders) for routing and approval
Reconciles statements
Researches, orders, inventories, and receives special purchases as directed
Tracks expenditures in appropriate accounting software
May act as a decentralized buyer
Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems
Reviews completed work for accuracy and completeness
May perform inquiries in internal and external databases to determine discrepancies.
Gathers, tabulates, displays and assists in analyzing factual data; drafts reports, tables, survey questionnaires, and other documents; answers correspondence and survey questionnaires.
May assist in the preparation of narrative and statistical reports
Maintains physical and electronic files and records
Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software
Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings
Schedules meetings and rooms as requested
Provides clerical support for department/unit as required; takes and posts minutes of required meetings
Prints, collates, and assembles reports/materials for distribution
Orders, inventories, receives, and/or shelves routine supplies, books and office equipment
Coordinates with department vendors on the maintenance of leased and/or warrantied equipment
Assists with development of office procedures
Coordinates the hiring and onboarding of new employees. Processes personnel transactions
Trains staff on departmental and City policies, procedures and systems
Depending on assignment, may be regularly responsible for payroll-related tasks
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 and more advanced inquiries with ability to interpret department and City policies and procedures
Has an advanced understanding of departmental services and is able to assist with routine departmental processes
Assists visitors in completing standard forms; may review them for completeness
May answer routines correspondence for supervisor
Performs other duties as assigned.