Administrative Assistant II

Administrative Assistant

The City of Roanoke is seeking an Administrative Assistant to perform a wide variety of progressive administrative work with the Police Department related to the specialized function to which assigned. Job responsibilities include routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Handles a variety of routine administrative or technical departmental assignments that include voice transcription review, basic data entry, and training new hires. Arranges meetings and conferences; makes appointments for the direct report manager. Assembles required documents and information for manager and other meetings as required. Develops proficient habits for interaction with data collection and report generation software using spreadsheet and database management software packages. The successful candidate will prepare and maintain files, mailing lists as well as routine supply purchasing tasks as necessary. 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. The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer. To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community. This is a non-exempt position.

Examples Of Duties

Performs a wide variety of progressive administrative work across varying departments related to the specialized function to which assigned. 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, voice transcription review, and basic data entry
• Develops proficient habits for data collection and report generation using spreadsheet and database management software packages
• Reviews existing and recommends improved policies, practices and procedures
• Assists with budget preparation and monitors budget expenditures
• Collects and compiles information and prepares basic statistical reports
• Gives information to the public or directs requests to appropriate department
• Arranges meetings and conferences; makes appointments if needed for the direct report supervisor
• Assembles required documents and information for direct report supervisor
• 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
• Interacts with public over the phone on a daily basis and provides answers to basic fact-finding questions relating to incident reports

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 write routine 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.