Administrative Assistant

Gloucester County•Gloucester, VA

About The Position

The Administrative Assistant provides advanced administrative, technical, fiscal, and clerical support to the Community Engagement and Public Information Department, helping ensure its smooth operation. Under general supervision, the role manages schedules, communications, records, document processing, invoices, payments, and office operations, while supporting marketing, publicity, and program activities. The employee is expected to use independent judgment, initiative, and attention to detail, and to interact tactfully and courteously with program participants, the public, partners, vendors, and other departments. The position reports to the Community Engagement and Public Information Director. The role also supports communications and media production, community calendar maintenance, community building use and school billing, departmental accounting and purchasing, customer inquiries, service requests, databases, volunteer background searches, and Freedom of Information Act requests. The Administrative Assistant proofreads County publications, coordinates special projects, and serves as a trained member of the emergency public information center during a disaster or emergency. Other duties may be assigned.

Requirements

Associate’s degree with coursework in administrative support, technology, business, purchasing, or a related field.
Equivalent combinations of education, training, and experience may be considered if they provide the required knowledge, skills, and abilities.
Valid Virginia Driver’s License and a driving record that meets established Gloucester County Driving Standards.
Licensed Notary Public for the Commonwealth of Virginia, or obtain a commission within six months of employment.
Application must include a cover letter, resume, and three professional references. References should be able to attest to job-related knowledge, skills, and abilities and should not be family members or personally related; include job title, company name and address, phone numbers, and email address if available.

Responsibilities

Answer telephone calls and greet visitors.
Prepare correspondence and reports; collect and distribute mail; manage and maintain hardcopy and electronic records and files.
Assist the Community Engagement and Public Information Director and Public Communications/Media Specialist with print and electronic media production, including “The Beehive”.
Maintain The Beeline community calendar.
Support the Community Engagement Supervisor with administrative and programmatic tasks, including scheduling community building use and Full-Service School billing and related administrative work.
Perform departmental accounting and purchasing functions, including bill paying and administration of the P-Card program.
Assist with the Cable Communications Partnership Program by handling customer inquiries and complaints.
Use software programs to submit facility maintenance requests and information technology service requests.
Assist in designing and managing databases that provide information to the government, school system, and community.
Manage background search requirements for the school volunteer recruitment program.
Assist with Freedom of Information Act (FOIA) requests.
Proofread County publications.
Coordinate and collaborate on special projects as assigned.
Serve as a trained member of the emergency public information center during a disaster or emergency.
Perform other duties as assigned.