York County, Virginia · 2 days ago
Administrative Assistant III (Community Services)
Yorktown, VA
Full-time
Onsite
Mid, Senior Level
$44K/yr - $51K/yr
5+ years expYork County, Virginia is seeking an Administrative Assistant III for their Community Services Department. This role is responsible for providing comprehensive administrative support, managing departmental procedures, and ensuring effective communication within the department and with the public.
Government Administration
Responsibilities
Responsible for coordinating, performing, and maintaining administrative support activities for the Community Services Department
Oversees and coordinates administrative procedures that relate to the budget, departmental records, information technology, payroll, and purchasing
Drafts, prepares, and analyzes correspondence, reports, minutes, requisitions, and other documents
Serves as a lead and provides support to other clerical/administrative staff within the Department
Exercises independent judgment, courtesy, and tact in responding to inquiries from citizens, visitors, businesses, and staff concerning activities related to community services
This position requires an on-call status in emergency situations such as hurricanes, and may be assigned to work in emergency shelters or other designated areas as directed by the Emergency Operations Center
Additionally, the position requires the incumbent to be available occasionally for work outside regular office hours for special events such as the 4th of July, employee picnics, etc
Supports the mission, vision, and goals of the Community Services Department and its divisions
Serves as a point of contact for the department
Screens and handles a variety of routine inquiries independently by telephone and in-person
Specializes in project management and performs complex professional, administrative, and fiscal tasks
Provides support in preparing, coordinating, and maintaining program contracts, board materials, applications, and agreements, assisting with renewals and ensuring documents are completed, distributed, and stored in a timely and compliant manner in accordance with agency regulations and requirements
Responsible for coordinating and disseminating information, and guiding and training administrative assistants within the department
May organize and attend periodic meetings to facilitate communication to keep everyone up-to-date on administrative and procedural matters
Serves as the department’s liaison with Human Resources and the Payroll Departments to maintain confidential personnel files, leave records, and UKG reports for division managers and other staff as directed
Coordinates leave without pay memos, secondary employment forms, and telework requests for the department
Assists in processing required paperwork for hiring and terminating employees, ensuring compliance with County guidelines and procedures
Coordinates workers’ compensation and accident forms with Risk Management; assures documentation records are stored securely
Manages the department personnel field files and training records, which are secured and kept with a high level of confidentiality
Performs fiscal duties for the Department to include reviewing invoices and receipts for discrepancies; requests for payments, and purchase orders; prepares and maintains financial records and reports; reviews expenditure statements and monitors the Department’s budget; prepares analysis of all accounts when requested
Assists with developing and inputting annual operating budget; as well as, monitoring and analyzing budgetary data
Prepares and maintains paperwork and files for the various Boards and Commissions in electronic and laser fiche formats to which the Director, Deputy Director, and Division Managers belong
Assists in the preparation, coordination, and submission of memos, supporting documentation, and board materials for the York County Board of Supervisors, the Colonial Juvenile Services Commission, the Community Services Grants Advisory Committee board meetings, and appointments to various Boards and Commissions
Prepares and/or updates press releases for the department
Schedules and attends meetings for the Colonial Juvenile Services Commission and Community Services Grants Advisory Committee
Tasked with compiling data, preparing agendas, and generating various reports
Responsible for recording detailed minutes that accurately transcribe discussions, decisions, and action items, ensuring documents are received and published promptly
Maintains the web content for the Community Services Department; reviews web pages and ensures information on the web is up-to-date, accurate, complete, concise, grammatically correct, and accessible to the public
Maintains American Disabilities Act compliance on all Department websites
Orders equipment, furniture, and supplies; prepares requisitions; verifies the accuracy of invoices and processes invoices for payment; serves as the department’s liaison for the credit card system, maintaining an account of purchases made and electronically submitting monthly statements; resolves any disputed charges; records expenditures and other data into computerized records
Submit work orders for facility, grounds, and janitorial maintenance through the Public Works system
Responsible for records management and the proper destruction of County records
Prepares material from typed or handwritten copy or machine dictation, including resolutions and other materials for the Board of Supervisors, which requires the use of a variety of formats for preparing correspondence, minutes, requisitions, reports, and other documents; assumes responsibility for correctness of spelling, punctuation, format, and grammar
Writes and prepares letters and memorandums on behalf of the Community Services Director and Deputy Director
Attends various meetings, takes notes, and prepares minutes
Responsible for gathering data, analyzing reports, and creating content for the department newsletter, which includes but is not limited to noting important department/division events, achievements, and milestones
Responsible for the creating the Year in Review for the Divisions of Community Services
Coordinates luncheons, meetings, conferences, and meeting room calendars for special events as necessary
Performs various special projects for the Department Director, such as providing support for Safety Town, Zweibrücken, etc
Qualification
Required
Graduation from high school supplemented by course work in secretarial science or business practices, and 5 years of experience in administrative or clerical work, including experience in office management; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities
Possession of a valid driver's license issued by the Commonwealth of Virginia
Thorough knowledge and ability to monitor and manage the Department's budget expenditures during the fiscal year
Thorough knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
Comprehensive knowledge of office systems, practices, and administration
Excellent customer service skills – displays courtesy when engaging with citizens, visitors, and staff both online and in person. Responds promptly to any need that arises
Thorough knowledge of business English to include effective oral and written communication skills
Ability to work as a team player, interact/assist all employees, visitors, program participants, and community members
Ability to establish and maintain mutually respectful partnerships and effective working relationships with a wide range of individuals, groups, and interests
Ability to perceive and deal with sensitive issues while maintaining confidentiality/objectivity
Ability to set limits and maintain a supportive role to employees and intervene appropriately to meet the needs of stakeholders
Ability to collect, organize, record, and process information quickly and efficiently
Ability to analyze and evaluate procedures and work methods, and to exercise appropriate judgement in establishing priorities and work methods
Skilled in negotiation, compromise, and conflict resolution
Ability to plan for and implement several projects simultaneously
General knowledge of the geographic layout of the County
General knowledge of web content management
General knowledge of records management and accepted filing practices
Ability to capture and communicate information accurately; attention to detail and strong organizational skills
Thorough knowledge of basic arithmetic and financial computations to include addition, subtraction, multiplication, division, percentages, and fractions
Ability to gather, analyze, and present data required
Ability to analyze and evaluate procedures and work methods and to exercise appropriate judgment in establishing priorities
Dependability in keeping commitments, following instructions, and effectively manage and meet deadlines
Must be physically able to operate a variety of automated office machines which include a typewriter, calculator, copier, facsimile machine, etc
Benefits
Medical, dental, and vision insurance
Health savings accounts
VRS retirement
Group life insurance
Deferred compensation
Flexible spending accounts
Employee assistance program
Paid holidays
Paid leave
Company
York County, Virginia
The York County, Virginia government is an organization of over 700 employees working under the leadership of an elected Board of Supervisors.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase