Administrative Specialist - Executive (Town Manager's Office)

Blacksburg, Town of•Blacksburg, VA

About The Position

The Town Manager’s Office for the Town of Blacksburg is seeking an Administrative Specialist to provide complex and confidential administrative support to the Town Manager, Deputy Town Managers, and divisions under the Town Manager. The role coordinates schedules, meetings, and travel arrangements; prepares correspondence, reports, and presentations; maintains records and financial documentation; and performs a variety of administrative duties supporting daily operations. The set starting salary range is $42,874 to $50,234 annually. A high school diploma or GED and at least four years of related administrative work experience are required. An associate degree in Administration or a similar field, or an equivalent combination of education and experience, is preferred. General knowledge of government policies and practices is also preferred. The employee must become a notary public within six months of hire and hold a valid driver’s license with a satisfactory driving record.

Requirements

High school diploma or GED.
At least four years of related administrative work experience.
Thorough knowledge of standard office practices, procedures, equipment, and records management.
Excellent organizational, customer service, written communication, and verbal communication skills.
Strong writing, editing, and document preparation skills for reports and presentations.
Proficiency with Microsoft Office 365 applications, including Outlook.
Ability to communicate effectively with citizens, elected and appointed officials, and coworkers.
Ability to maintain confidentiality, exercise initiative and sound judgment, establish effective working relationships, and carry out complex assignments independently.
Become a notary public within six months of hire.
Valid driver’s license with a satisfactory driving record.

Nice To Haves

Associate degree in Administration or a similar field, or an equivalent combination of education and experience.
General knowledge of government policies and practices.

Responsibilities

Coordinate calendars, appointments, and meetings for the Town Manager and Deputy Town Managers.
Arrange travel and prepare related itineraries and documentation.
Prepare, edit, and format reports, presentations, and other administrative documents, ensuring clarity, accuracy, and professional appearance.
Compose, review, and edit correspondence, memoranda, reports, and other documents on behalf of the Town Manager and Deputy Town Managers, maintaining accuracy, professionalism, and confidentiality.
Serve as a liaison between the Town Manager’s Office, Town departments and divisions, elected and appointed officials, and the public to facilitate communication and coordinate administrative matters.
Communicate with citizens, elected and appointed officials, and Town employees; provide professional customer service and direct inquiries as appropriate.
Receive, respond to, and direct citizens’ inquiries, concerns, and requests; coordinate with relevant Town departments on responses and follow-up.
Maintain confidential records and correspondence, and organize electronic and hard-copy filing and archival systems.
Maintain and update administrative records, contact lists, and reference materials.
Enter and maintain payroll information for the Town Manager’s Office and associated divisions in accordance with payroll procedures and deadlines.
Assist with monitoring office expenditures, processing invoices and purchase orders, reconciling expenses and credit card receipts, and maintaining financial documentation.
Order office supplies and equipment and perform routine administrative and office management functions.
Provide administrative assistance to divisions under the Town Manager, including coordinating requests, preparing documents, and supporting daily operations.
Provide administrative and logistical support for special projects, initiatives, meetings, and events coordinated through the Town Manager’s Office.
Organize assignments and follow through on priorities and deadlines with minimal direct supervision.
Perform additional duties as assigned.