Administrative Assistant

City of Roanoke, Virginia•Roanoke, VA

16d•Onsite

About The Position

Performs routine to difficult administrative and technical work functions that require interpretation, judgment, and determining appropriate processes to be used. Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts. Responsible for making decisions related to expenditure accounts on all payment vouchers and purchases made with P-card by line-item. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. Reviews purchase, obligation, and payroll reports for accuracy. Reviews existing and recommends improved policies, practices, and procedures. Assists with budget preparation and monitors budget expenditures. Collects and compiles information and prepares complicated statistical reports. Coordinates facility maintenance and handles daily tracking of personnel, equipment, and resources. Gives information to the public or directs requests to the appropriate department. Arranges meetings and conferences; makes appointments for the manager/director and members of various City commissions. Assembles required documents and information for Council and other meetings as required. Composes and types letters and memoranda in conformance with City policies independently from brief instructions. Establishes and maintains filing systems and office procedures; keeps confidential files. May serve as HR Contact for a department. The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer. We are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

Requirements

High school diploma or general education degree (GED).
Three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to prepare reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
Occasionally required to stand and walk.
Regularly lift and/or move up to 10 pounds.
Ability to adjust focus.

Nice To Haves

Associate degree preferred but not required.

Responsibilities

Perform routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used.
Handle a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts.
Make decisions related to expenditure accounts on all payment vouchers and purchases made with P-card by line-item.
Develop microcomputer applications for data collection and report generation using spreadsheet and database management software packages.
Review purchase, obligation and payroll reports for accuracy.
Review existing and recommend improved policies, practices and procedures.
Assist with budget preparation and monitor budget expenditures.
Collect and compile information and prepare complicated statistical reports.
Coordinate facility maintenance and handle daily tracking of personnel, equipment and resources.
Give information to the public or direct requests to appropriate department.
Arrange meetings and conferences; make appointments for the manager/director and members of various City commissions.
Assemble required documents and information for Council and other meetings as required.
Compose and type letters and memoranda in conformance with City policies independently from brief instructions.
Establish and maintain filing systems and office procedures; keep confidential files.
Serve as HR Contact for a department.
Coordinate the hiring and onboarding of new employees.
Create job requisitions in NeoGov.
Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.
Prepare FMLA request forms and assist with monitoring of FMLA paid and unpaid leave.
Assist in payroll related tasks.
Complete time-entry for personnel in your department (known as the NLA system).
Perform other duties as assigned.
Supervise and train assigned staff as needed.