OFFICE ASSISTANT (SENIOR) - Sheriff

City of Hampton•1928 W. Pembroke Ave. Hampton, VA

3d•Onsite

About The Position

The purpose of this class is to perform advanced clerical, administrative, technical, and office management support functions for the Hampton Sheriff's Office. The incumbent provides administrative support to leadership, prepares reports and correspondence, maintains records, assists with accreditation and compliance activities, coordinates meetings and projects, and ensures efficient office operations while providing excellent customer service. This position is safety sensitive and is subject to testing for alcohol and controlled substances in accordance with the City's current substance abuse policy. Must successfully pass a background check before any offer of employment or promotion. Requires contact with other City departments, the general public, and other agencies. May require duties to be performed during evenings and weekends as scheduled. The incumbent may be considered “essential personnel” during City emergency situations or at the direction of the City Manager, which may include long hours and unusual schedules.

Requirements

Graduation from high school or successful completion of the GED.
Requires a minimum of three (3) years of clerical or administrative experience.
Requires the ability to efficiently use a computer and other office equipment to complete tasks.
Requires good knowledge of office terminology, procedures, and equipment; working knowledge of Microsoft Office software; good understanding of business arithmetic and English.
Requires the ability to learn complex computer programs.
Requires the ability to maintain records and attention to detail.
Requires the ability to follow complex oral and written instructions.
Requires the ability to establish and maintain effective working relationships with diverse populations.
Must have effective oral and written communication skills.
Must possess a valid driver’s license and must have and maintain a satisfactory driving record based on the City of Hampton’s criteria.
Must pass a background check before any offer of employment or promotion.

Nice To Haves

An acceptable combination of education and experience may be considered.
Requires the ability to maintain confidentiality of all information.
Requires the ability to make sound independent judgments within the context of established departmental and City policies and procedures.

Responsibilities

Types a variety of correspondence, reports, and forms; may type minutes of meetings, newsletters, annual reports, purchase orders, and authorization for payment forms.
May use a word processing system to compile and update a variety of membership rosters, mailing lists, form letters, or other documents.
Operates standard office machines, personal computers, word processors, and other equipment.
Reviews all work for accuracy and completeness.
Sorts reports, compiles data, and maintains files of correspondence, reference materials, statistical records, etc.
Macross-indexes and file data to ensure ease of location.
May perform data entry duties.
Maintains confidentiality of all information.
Receives, sorts, and distributes incoming mail.
Answers telephone, receives and greets visitors, ascertains nature of business, answers general information questions, and/or refers the caller to the appropriate individual or department.
Ensures that coworkers are informed of all calls received during their absence.
May maintain the supervisor's appointment calendar.
May collect financial/statistical data and post it accurately on prescribed forms.
May assist in planning and implementing departmental functions or special events.
Assist colleagues with day-to-day responsibilities as needed.
Assists with special projects as needed.
Demonstrates regular and punctual attendance.
Performs other related duties as required.