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.

Duties:

• 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.

Special Instructions:

Your resume will be reviewed, but it does not replace the complete and up-to-date information required on your City Application.

Alpha I Status: Positions within this class have been designated as Alpha I positions requiring employees to work during inclement weather, regardless of the City's operational status.

Must be able to obtain and maintain CJIS clearance along with National Crime Information Center (NCIC) and Virginia Criminal Information Network (VCIN) certification.

PLEASE NOTE this position has AUTOMATIC DISQUALIFIERS as specified below:
o Applicants with a felony conviction
o Applicants wanted for a crime in state or out of state.
o Applicants with a Class 1 or 2 misdemeanor conviction (s), excluding those set forth in Title 46.2 of the VA Code or 1 offense of DUI. These crimes are characterized as involving moral turpitude (lying, cheating, stealing) or gross misconduct (generally crimes against a person and crimes involving drugs or other controlled substances).
o Applicants found not guilty of any crime by reason of mental illness.
o Applicants with prior serious abuses / violations of NCIC/VCIN systems.
o Applicants listed on the Terror Watch List or Violent Gang File.
Criminal Justice Information Systems (CJIS): Candidate must be eligible to obtain CJIS clearance and must obtain and maintain CJIS clearance during employment.
National Crime Information Center (NCIC): Candidate must be eligible to obtain and maintain Access Level B.

Grant Funded: Please note this position is Grant-funded with no established end date. Accordingly, the following information relates to this position. You will be required to sign a Condition of Employment letter upon hire.
1. The position is subject to the continuation of CIP, grant or Non-Profit Foundation funding.
2. Expiration of the grant or discontinuation of CIP or Non-Profit Foundation-funding for the position shall result in its elimination; at which time,
you will be separated from employment. The city will provide as much advance notice as possible to you.
3. The City's Reduction in Force Policy (6.11) does not apply to your employment.
4. All remaining policies, appropriate to your employment status, are extended to you with your compliance being mandatory.

• Please complete the application in its entirety and include your resume if required by the posting.
• Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
• You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.

V RS 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.