Overview

Under general supervision, the Administrative Assistant participates in a wide variety of responsible and complex administrative, secretarial and clerical duties for the facility or assigned departments and provides information and assistance to the public regarding departmental services, policies and procedures.

This role will pay a salary of $18 to $20.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

Responsibilities

• Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative
• Maintain personnel and payroll records; process paperwork for payroll actions; coordinate personnel and payroll activities with other departments
• Receive shipments, maintain records and route items to appropriate receiving party.
• Assist in a variety of department operations; perform special projects and assignments as directed
• Maintain calendars of department activities, meetings and various events; coordinate activities with other convention center departments, the public and outside agencies
• Coordinate the ordering, receipt and distribution of office supplies; coordinate departmental purchasing activities including preparing purchase orders, checking invoices, and coordination with accounting personnel
• Receive and prioritize work requests from a variety of facility personnel; effectively prioritize and manage workload
• Participate in the development and implementation of goals, objectives, policies, and priorities related to clerical and secretarial activities; assist in planning, organizing, evaluating and participating in the functions of the assigned department; interpret and apply administrative and departmental policies and procedures
• Participate in a variety of duties relating to administration of a department; assist in preparing comprehensive reports, compiling and preparing the annual budget, and monitoring approved budget accounts; recommend improvements in workflow procedures and use of equipment and forms related to the secretarial and clerical support function
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned; receive and route mail
• Type and proofread a wide variety of reports, letters, memos and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence, brochures and flyers related responsibilities as required
• Make travel arrangements
• Type or word process at a speed necessary for successful job performances
• Communicate clearly and concisely in the English language, both orally and in writing
• Perform other duties as required

Qualifications

SPECIAL KNOWLEDGE & ABILITIES:

Knowledge Of:

• Modern office procedures, methods and related computer equipment
• Business letter writing and basic report preparation
• Principles and procedures of record keeping
• Principles and procedures of financial record keeping and reporting
• Must possess excellent grammar skills and use of the English language
• Customer Service practices
• Must have computer skills in Microsoft office applications and word processing, spreadsheets, database, presentation, and internet software

Ability To:

• Perform varied clerical work; understand and carry out oral and written instructions
• Type or word process at a speed necessary for successful job performance
• Interpret and apply administrative and departmental policies and procedures
• Work independently in the absence of supervision
• Prioritize work and effectively resolve workload issues
• Communicate clearly and concisely in the English language, both orally and in writing
• Establish and maintain effective working relationships with those contracted in the course of work
• Work a flexible schedule including early mornings, days, evenings, overnight, weekends, holidays, extended (long) workdays and extended numbers of days

PREFERRED QUALIFICATIONS:

Experience:

• Minimum of two (2) years of secretarial or administrative experience

Education / Training:

• High School diploma or GED

Licenses or Certificates:

• Possession of, or ability to obtain a current CPR certificate
• Possession of, or ability to obtain a Virginia driver’s license