Senior Administrative Support Specialist

Chesterfield County • Chesterfield, VA

5d

About The Position

Provides administrative support to a Bureau Commander, Division Captains, and Administrative Lieutenants and Sergeants, including support for the Swift Creek and Falling Creek Divisions within the Patrol Services Bureau. The position performs a broad range of office administrative, secretarial, and routine programmatic support functions with only occasional instruction or assistance, using sound judgment and prioritizing competing assignments to meet deadlines. It may coordinate the duties of other clerical staff and performs other work as required.

This position is part of an approved Career Development Plan (CDP), which offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience. The role is considered Critical Safety Sensitive and is subject to random drug and alcohol testing. Pre-employment drug testing, an FBI criminal background check, and education/degree verification are required. Because the position may involve work in high-security areas governed by the U.S. Department of Justice CJIS Security Policy, a more stringent criminal background check is required. The employee must be a U.S. citizen or a lawful permanent resident eligible for naturalization. Use of illegal drugs or medical marijuana is prohibited, and employees must not consume or be under the influence of alcohol while on duty, on work premises, or operating agency equipment.

Requirements

• High school diploma or GED.
• Three years of increasingly responsible experience in administrative support work, or an equivalent combination of training and experience.
• Working knowledge of standard office practices, procedures, and equipment; business English, spelling, punctuation, and grammar; and principles and procedures of records management.
• 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 develop and maintain effective working relationships with internal and external customers.
• Pre-employment drug testing, FBI criminal background check, and education/degree verification are required.
• Must successfully pass the more stringent criminal background check required for work in high-security areas governed by the CJIS Security Policy.
• Must be a U.S. citizen or a lawful permanent resident eligible for naturalization.
• Must comply with Critical Safety Sensitive drug and alcohol testing requirements; use of illegal drugs and medical marijuana is prohibited, and employees must not consume or be under the influence of alcohol while on duty, on work premises, or operating agency equipment.

Nice To Haves

• Experience providing administrative support to multiple supervisors or work units.
• Experience handling confidential records.
• Experience assisting with payroll and timekeeping.
• Proficiency in Microsoft Word, Excel, Outlook, and electronic records management systems.
• Strong organizational skills, attention to detail, and ability to prioritize competing assignments.
• Experience in a public safety or local government setting.

Responsibilities

• Provide administrative support to a Bureau Commander, Division Captains, and Administrative Lieutenants and Sergeants, including the Swift Creek and Falling Creek Divisions within the Patrol Services Bureau.
• Prepare, type, proofread, and process correspondence, memoranda, reports, forms, and other departmental documents.
• Maintain personnel phone lists and electronic and paper records in accordance with departmental procedures and applicable retention requirements.
• Handle sensitive personnel and operational information with discretion and confidentiality.
• Audit leave and other pay-related documents and assist with payroll matters.
• Sort and distribute mail; enter subpoena and parking ticket data; order and maintain forms and office supplies; and prepare work orders for routine facility maintenance.
• Answer telephone calls and assist internal and external customers by providing information or referring inquiries to appropriate personnel.
• Coordinate meetings, maintain calendars, compile information, and assist with special projects and administrative tracking needs.
• May coordinate the duties of other clerical staff.
• Work independently with occasional guidance, exercise sound judgment, and prioritize competing assignments to meet established deadlines.
• Maintain effective working relationships while supporting the administrative needs of the bureau and assigned divisions.
• Perform other work as required.

Benefits

• Career progression opportunities and salary incentives through an approved Career Development Plan, as funding permits, based on performance, qualifications, and experience.

What This Job Offers

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