Administrative Assistant III

Job Title

Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used.

Job Description

Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees. Arranges meetings and conferences; makes appointments for the manager/director and members of various City commissions. Assembles required documents and information for Council and other meetings as required. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. May serve as HR contact for a department.

High school diploma or general education degree (GED); Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

Human Resource Contact responsibilities Coordinates the hiring and onboarding of new employees Create job requisitions in NEOGOV. Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson. Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned.

Examples of Duties

Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Work is performed under general supervision. Essential duties and responsibilities include the following. Other duties may be assigned.

Participate in a wide variety of division or department projects by researching or providing relevant information

Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts

Responsible to make decisions related to expenditure accounts on all payment vouchers and purchases made with P-card by line-item

Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages

Reviews purchase, obligation and payroll reports for accuracy

Reviews existing and recommends improved policies, practices and procedures

Assists with budget preparation and monitors budget expenditures

Collects and compiles information and prepares complicated statistical reports

Coordinates facility maintenance and handles daily tracking of personnel, equipment and resources

Gives information to the public or directs requests to appropriate department

Arranges meetings and conferences; makes appointments for the manager/director and members of various City commissions

Assembles required documents and information for Council and other meetings as required

Composes and types letters and memoranda in conformance with City policies independently from brief instructions

Establishes and maintains filing systems and office procedures; keeps confidential files

Typical Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience High school diploma or general education degree (GED); Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

Supplemental Information

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus. The noise level in the work environment is usually moderate. As with any enforcement entity, the recipients of violation notices or abatement actions are typically irritated while a few may become very angry and even combative. At such times, the work environment may occasionally become loud and abusive.

Benefits

Overview of Benefits for Full-Time Employees: Paid leave is time off from work available for use by an employee upon approval by supervisor. The first 24 consecutive leave hours for any illness must be charged to paid leave with additional time charged to extended illness leave. Paid leave for employees of the city shall accrue as follows: Years of Service Hours Per Month Fire 24-hr shift Employees 0 - 4 12 19.75 5 - 9 14 22.75 10- 14 16 25.50 15 - 19 17 26.75 View phone number on click.appcast.io 25 + 20 32 Extended Illness Leave: shall accrue at the rate of six (6) hours per month. Fire suppression employees shall accrue extended illness leave at nine (9) hours per month. Funeral Leave: for family, up to three consecutive days. Military Leave: Twenty-one work days per Federal fiscal year. Holidays: The City provides 96 hours of annual paid holiday time. Mental Health & Well-Being Leave: Employees receive 24 hours (Fire Suppression receives 34 hours) of Mental Health & Well-Being Leave upon hire. Certification of mental health diagnosis is not required and leave will not be paid out upon separation. Shared Leave Bank (effective 1/1/2023): Voluntary membership for full-time Employees who will be out for an extended period of time and has exhausted all other forms of leave. Members are required to provide 8 hours of their Extended Illness per fiscal year and at least 8 hours per assessment. Assessments will be limimted to 4 times per fiscal year (max of 40 hours per fiscal year). Health Insurance: Four coverage types are available: Employee only, Employee + 1 Child, Employee + Spouse and Family. Coverage is available through payroll deduction. Additionally, the city offers the following three Aetna Health Plan Options : PPO 750 – Provides 100% coverage for preventive care; lower deductible and out-of-pocket maximums than other medical plans; and has higher employee premiums. This is comparable to the current insurance program. PPO/HRA 1500 – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than the PPO 300 plan; has lower employee premiums than the PPO 300 plan; and the employer makes contributions to an account through a Health Reimbursement Arrangement (HRA). The City of Roanoke contributes $500 for employee only coverage and $1,000 for all other tiers. Contributions are pro-rated dependent upon enrollment date. PPO/HDHP-HSA – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than other medical plans; has lower employee premiums; and both the employer and the employee make contributions to a Health Savings Account (HSA) to pay for medical expenses which apply to the deductible. The City of Roanoke contributes towards the Health Savings Account (HSA), $1,600 for employee only coverage and $3,100 for all other tiers. Contributions are pro-rated dependent upon enrollment date. Optum RX (Pharmaceutical Benefits Manager) - Manages pharmacy benefits, processes employee pharmacy claims and answers employee pharmacy benefit questions. Aetna Health Plan 2026 Monthly Rates PPO 750 Employee Only: $81.94 Employee + Child: $306.26 Employee + Spouse: $718.38 Family: $785.44 PPO/HRA 1500 Employee Only: $53.06 Employee + Child: $260.06 Employee + Spouse: $660.64 Family: $669.94 PPO/HDHP-HSA Employee Only: $25.10 Employee + Child: $195.72 Employee + Spouse $547.88 Family: $550.56 Dental Insurance: Four coverage types are available: Family, Employee and Spouse, Employee and Child, and Employee only. Coverage is available through payroll deduction. Delta Dental 2026 Monthly Rates Employee: $2.80 Employee/Child: $18.88 Employee/Spouse: $18.88 Family: $49.36 Life Insurance: Paid by the City at no cost to employees. Coverage is equal to the annual salary rounded to the next highest thousand and then doubled. For an accidental death, the coverage would be twice this amount. Optional Life Insurance