Administrative Support

City of Hopewell • City of Hopewell, VA

11d • Onsite

About The Position

Performs administrative support for management team in a fast-paced environment, receiving and processing incoming calls and greeting visitors, preparing and maintaining records and files, typing a variety of documents, preparing reports, and related work assigned under limited supervision. Provides day-to-day operational support of programs, projects, and/or processes for department. Performs administrative and clerical support duties including greeting visitors, answering telephones, mail distribution, preparing correspondence, attending management meetings, taking and distributing minutes for executive or committee(s). Operates personal computer and utilizes software packages to collect and review data, prepare correspondence, reports, spreadsheets, maintain databases, etc. Maintains a variety of operational, bookkeeping, budget, and program records. Types letters, memos, reports, and charts; gathers data necessary for document preparation; generates departmental mailings. Maintain electronic and physical filing system to ensure records are accurate, organized, and easily retrievable. Provides general office support such as processing mail, screening, answering routine questions and directing calls, typing, copying, scanning, scheduling appointments/events, ordering supplies, mailing out correspondence, or completing time-sheets and other department specific forms. Provides support for accounting related tasks such as requisitions, invoices, credit card reconciliation, and assistance with budget preparation, etc.

Requirements

• High school diploma or GED and minimum of five years’ experience providing administrative support, or equivalent combination of education and experience.
• CPR/First Aid certificate a plus
• Thorough knowledge of standard office practices, procedures, equipment, and secretarial techniques.
• Thorough knowledge of the organization and functions of the department and of general administrative policies and practices.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and general office equipment.
• Strong multitasking and time-management skills with a high attention to detail.
• Proficiency with typing and data-entry.
• Exceptional verbal and written communication skills and command of English language and grammar.
• Experience with confidential information and compliance standards.
• Customer service, interpersonal skills, organization, time-management skills, and basic math skills.
• Ability to keep office records and to prepare accurate reports.
• Ability to perform and organize work independently in a fast-paced environment.
• Ability to establish and maintain professional and effective working relationships with staff and clients.

Responsibilities

• Provides day-to-day operational support of programs, projects, and/or processes for department.
• Performs administrative and clerical support duties including greeting visitors, answering telephones, mail distribution, preparing correspondence, attending management meetings, taking and distributing minutes for executive or committee(s).
• Operates personal computer and utilizes software packages to collect and review data, prepare correspondence, reports, spreadsheets, maintain databases, etc.
• Maintains a variety of operational, bookkeeping, budget, and program records.
• Types letters, memos, reports, and charts; gathers data necessary for document preparation; generates departmental mailings.
• Maintain electronic and physical filing system to ensure records are accurate, organized, and easily retrievable.
• Provides general office support such as processing mail, screening, answering routine questions and directing calls, typing, copying, scanning, scheduling appointments/events, ordering supplies, mailing out correspondence, or completing time-sheets and other department specific forms.
• Provides support for accounting related tasks such as requisitions, invoices, credit card reconciliation, and assistance with budget preparation, etc.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED