Administrative Assistant - Finance

Chesterfield County•Chesterfield, VA

About The Position

The Administrative Assistant provides primary administrative support to the Finance Operations Manager and Police Finance Unit, assisting staff, departments, and community members. The role supports finance and human resources operations, scheduling, payroll, alarm information, and the Police Benefit Fund. It also maintains administrative resources and provides backup support to the Administrative Assistant to the Chief. This position is part of an approved Career Development Plan (CDP), with career progression opportunities and salary incentives available as funding permits, based on performance, qualifications, and experience. The position is considered Critical Safety Sensitive and requires pre-employment drug testing, an FBI criminal background check, and education/degree verification. It involves work in high-security areas governed by the U.S. Department of Justice’s Criminal Justice Information Services (CJIS) Security Policy, requiring successful completion of a more stringent criminal background check. The employee must be a U.S. citizen or a lawful permanent resident eligible for naturalization. Illegal drug use and medical marijuana use are prohibited for this position, and employees must not consume or be under the influence of alcohol while on duty, on work premises, or operating agency equipment. The position is subject to random drug and alcohol testing. Work schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m. Work location: Police.

Requirements

High school diploma or GED.
Five years of experience in increasingly responsible administrative support work, or an equivalent combination of training and experience.
Considerable knowledge of standard office practices, procedures, and equipment; business English, spelling, punctuation, and grammar; and records management principles and procedures.
Ability to perform varied and responsible office administrative, secretarial, and routine programmatic support functions with only occasional instruction or assistance.
Ability to interpret, apply, and explain administrative and departmental policies.
Ability to exercise good judgment in routine decisions in accordance with departmental policies and procedures.
Ability to perform arithmetic calculations.
Ability to communicate effectively orally and in writing.
Ability to operate a personal computer, related software, and other standard office equipment.
Ability to develop and maintain effective working relationships with internal and external customers.
Successful completion of pre-employment drug testing, an FBI criminal background check, and education/degree verification.
Successful completion of the more stringent criminal background check required for work in CJIS-governed high-security areas.
Must be a U.S. citizen or a lawful permanent resident eligible for naturalization.
Must comply with the position’s restrictions on illegal drug use, medical marijuana use, and alcohol use while on duty, on work premises, or operating agency equipment; subject to random drug and alcohol testing.

Nice To Haves

Associate's degree in business, office administration, or a related field preferred.

Responsibilities

Provide primary administrative support to the Finance Operations Manager and Police Finance Unit, assisting staff, departments, and community members.
Answer and direct calls.
Sort and distribute mail.
Receive and account for cash receipts in the finance/HR system and maintain petty cash.
Support scheduling and payroll by reviewing time records, verifying accuracy, coordinating with the timekeeper, and running weekly Telestaff reports.
Review daily alarm information and manage related email inquiries.
Support the Police Benefit Fund.
Maintain the Administration telephone list.
Process General Services work orders.
Serve as backup to the Administrative Assistant to the Chief.
Perform other duties as assigned.