Administrative Assistant

Requisition ID: 49218 Work Location: Human Services - Municipal Center Pay Range: G.17, $38,584.00 - $59,820.80 Starting Salary: Minimum of the Pay Range Work Schedule: 8-5 or 8:30-5 pm Monday - Friday Part Time Hours/Wk: Job Open Date: 6/10/26 Application Deadline: 6/14/26 Job Duties The City of Virginia Beach is looking to hire an Administrative Assistant to work with the Community Corrections Pretrial program. The ideal candidate will have experience coordinating day-to-day functions including front desk reception, call transfers, managing calendars and schedules, maintaining accurate records, entering and managing data, as well as handling confidential information with discretion. The candidate will also organize meetings, prepare reports, assist with budget-related tasks, and facilitate communication across the program. Draft, proofread, and distribute program communications, including emails, memos, and reports. Serve as the main point of contact for inquiries directed to the division administrator. Prepare, process, and file documents, ensure they comply with departmental policies. Maintain organized system for digital and physical records. Organize and prepare for meetings, virtual and in person, to include scheduling, creating agendas, prepare presentations, and taking minutes. Maintain all training records for the program, providing timely reminders to staff about upcoming training requirements, city-mandated training, and annual training packets. Accurately track and record all bus passes issued by the program, submitting reports and any additional required records to the Administrative Specialist II or Administrator as instructed. Assist with client inquiries by communicating effectively to address their needs, provide accurate information, or direct them to the appropriate staff member. Manage incoming communication, phone calls, physical mail, and emails. Provide initial response to client and family inquiries, concerns, and complaints in a timely and professional manner. Greet clients at the reception desk, ensure they are processed correctly and treated equitably and respectfully. De-escalate tense situations when necessary and promptly report any issues or concerns to the appropriate staff member or supervisor. Order supplies, managing mail, and assisting with other clerical duties to support the administrator and team as needed. Assist in planning, coordinating, and executing events, including procuring supplies, food, decorations, and arranging the space. Assist with hiring new staff, arrange interviews, complete new hire paperwork and ensure computer access and other equipment is ready when person begins work. The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and Paid Leave. Official City Job Description Working Conditions Minimum Requirements MINIMUMS: High school or GED plus three (3) years of experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Additional Requirements DMV Transcript: Not Required CDL: Not Required DOT History: Not Required CPS Check: Required Physical: Not Required Respirator: Not Required Polygraph Review: Not Required Psychological Screening: Not Required Attachments Required: Resume Preferences Three (3) or more years’ experience in assisting callers and visitors, utilizing customer service skills. Three (3) or more years’ experience utilizing Microsoft Office Suite Three (3) or more years utilizing skills in data entry and running reports Three (3) or more years utilizing skills in managing, tracking, and ordering office supplies. Experience with accurately taking meeting minutes to disseminate information. Experience working with people who have mental illness and/or substance use history. Experience multi-tasking and prioritizing competing tasks with strict deadlines. VRS Contribution All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction. Drug Free Workplace The City of Virginia Beach maintains a drug free workplace. #J-18808-Ljbffr