Administrative Assistant III (City Manager's Office)

General Summary

The Administrative Assistant III, assigned to the City Manager’s Office, performs technical and paraprofessional administrative work supporting the office’s financial operations and overall administrative functions. Responsibilities include administrative support for office's within the City Manager's Cabinet, accounting and purchasing, data and records management, human resources support, and procedural development/project coordination. The position is responsible for the quality and accuracy of work products and outcomes, applying established office methods and procedures, and works under the supervision of leadership staff.

To learn more about the City Manager's Office and its operations, please visit: https://www.charlottesville.gov/662/City-Management

The preferred hiring amount is between $27.08 - $33.28 Hourly ($56,326.40 - $69,222.40 Annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.
  
  

Essential Responsibilities And Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

Administrative and Clerical Support

• Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software.
• Provides clerical support for department/unit as required; takes and posts minutes of required meetings.
• Receives, opens, and routes mail; receives, signs for, and distributes packages; may assist with bulk mailings.
• Prints, collates, and assembles reports/materials for distribution.
• Coordinates with department vendors on the maintenance of leased and/or warrantied equipment.
• Schedules meetings and rooms. Notifies participants of meetings and other functions in advance.
• Makes travel arrangements for staff as needed, including assignment and management of City credit card(s).
• May operate department specific computer systems/equipment, maintaining appropriate security, processing records, and monitoring training of new users.
• Depending on assignment/department, may assist in the coordination of vehicle inspections and maintenance schedules.
  
  

Customer Service

• Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs visitors appropriately.
• Provides accurate and appropriate information in response to routine, advanced, and complex inquiries with ability to interpret department and City policies and procedures.
• Has an advanced understanding of departmental services and assists with departmental processes. May be responsible for supporting a departmental program or service.
• Assists visitors in completing standard forms; may review them for completeness.
• Follows through, resolves, and seeks feedback regarding questions, requests, and/or complaints in a timely manner. Seeks out ways to improve customer services.
• May monitor department email account and respond to requests. May answer routine and/or advanced correspondence for supervisor.
• May update department website.
• May provide direct support for public events and/or emergency operations.
  
  

Accounting & Purchasing

• Acts as a decentralized buyer. Prepares, verifies, reconciles statements, files, and processes a variety of accounting documents which may include but not limited to processing invoices, credit card accounts, requisitions, forms, reports, and/or work orders.
• Orders, inventories, receives, and/or shelves routine supplies, books, office equipment and other departmental supplies or equipment.
• Tracks expenditures in appropriate accounting software.
• May assist in monitoring departmental budget or specific program budgets. May assist with gathering information for budget development.
• May assist in reviewing or writing RFP’s, bid specifications and invitation to bid or request for proposal processes.
  
  

Data/Records Management and Analysis

• Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems.
• Reviews completed work for accuracy and completeness.
• Collects and organizes data for reports and surveys; assists in analyzing data; creates simple tables and drafts reports, documents, and questionnaires; answers and responds to correspondence and survey questionnaires.
• Performs data analysis within established polices, models, and/or procedures.
• Maintains a system for tracking the progress of work.
• Establishes and maintains physical and electronic files, frequently of a confidential and/or sensitive nature, including internal personnel data.
• May perform inquiries in internal and external databases to determine and identify discrepancies.
• May assist in the preparation of narrative and statistical reports.
  
  

Human Resources

• Assists with the hiring process, scheduling interviews, pre-employment screenings, and with the onboarding of new departmental employees. May assist in screening applicants.
• Submits personnel transactions, including but not limited to new hires transactions, terminations, cost center changes, pay changes, and others.
• May be responsible for time entry related tasks such as accurately and timely submitting payroll time entries. Entering time manually or reviewing and verifying information from electronic timekeeping system, such as entry updates and leaves.
• May train staff on departmental and City policies, procedures, and systems.
• May have responsibility as a lead worker including providing direction and training to administrative support and temporary staff in the department.
  
  

Procedural Development and Project Support

• Produces and electronically distributes simple documents (e.g. procedural guidelines).
• Assists in developing improved office methods, procedures, and techniques related to the job; may assist in drafting SOPs.
• Assists in developing and presenting basic trainings or group facilitation.
• May assist in coordination of a department-wide process or service (maintenance, awards and recognition, newsletter, annual report).
  
  

General Requirements

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.
  
  

Other Duties

• Based on assignment, may be required to respond upon activation from the City Manager of the Continuity of Operations Plan and/or Emergency Operations Plan. Must have the ability to be contacted and respond based on Department guidelines.
• Performs additional duties to support operational requirements as apparent or assigned.
  
  

Education, Experience And Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree or higher AND 3 years of clerical, office administration, and/or accounting experience.
  
  

OR

• High School Diploma or GED AND 5 years of clerical, office administration, and/or accounting experience.
  
  

OR

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
  
  

Preferred:

• Associate degree or higher with a focus in public administration, business administration, management, accounting, or closely related courses.
  
  

Certifications/Licenses/Other Requirements:

• Required to successfully pass a pre-employment background check and pre-employment drug screen.
• May require obtaining Notary Public after hiring.
  
  

Knowledge, Skills, Abilities And Other Characteristics

Job Knowledge

• Comprehensive knowledge of modern office methods, procedures, and equipment
• Thorough knowledge of public management and organization theories, principles, and practices at the local level.
• Thorough knowledge of managing files and records, database, spreadsheet, and word processing applications including standard methods of graphic presentations.
• Knowledge of subject matters related to assigned area, which may include federal, state, and local regulations, criminal justice system, or legal proceedings.
• Knowledge of the principles, practices, and techniques relating to budgeting, human resources support, and data management.
  
  

Reading

• Intermediate: ability to read and understand written materials such as books, journals, multi-step instruction manuals, standard financial reports, and reference materials.
  
  

Writing

• Intermediate: ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
  
  

Math

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.
  
  

Communication Skills

• Intermediate: Establishes and maintains effective working relationships and communications with management, employees, clients, customers, and the public. Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Explains rules and procedure clearly. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
  
  

Independence and Decision-Making

• Requires Limited Direction: normally completes work according to their own judgment, requesting supervisory assistance occasionally. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.
  
  

Technical Skills

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Proficient skill in the use of Microsoft Office applications, graphics presentations, and department software.
  
  

Fiscal Responsibilities

• Prepares accounting, budget, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May monitor budget and assist with budget development.
  
  

Supervisory Responsibilities

• No formal supervisory responsibilities. However, may act in a lead capacity performing essentially the same work as those directed including guiding the work of others, training, instructing, and work quality review.
  
  

Other Characteristics

• Organizational and time management skills, sometimes under strict time constraints.
• Independently prioritizes and balances assignments and more complex tasks.
• Performing multiple tasks simultaneously.
• Constant interruptions, changes in tasks, and requests for service.
• Working closely with others as a part of a team.
• Work may be tedious or exacting.
• Must work effectively with sensitive and confidential issues and information.
• May require dealing with angry, frustrated and/or upset individuals.
• May require additional hours outside of normal schedule.
  
  

Physical Conditions & Additional Information

Physical Demands

• Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.
• Ability to observe details at close range (within a few feet of the observer).
  
  

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.
  
  

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level in the work environment is usually moderate.
  
  

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.

Summary Of Employee Benefits

Updated February 9, 2026

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

• LEAVE:
  
  

Vacation: Need some time off? Use it, you earned it:

Years Worked

0 -

3 -

5 -

10 -

15 -

20 -

25

Hours Accrued Biweekly

3.09

3.85

4.62

5.4

6.16

6.93

7.7

Sick: Under the weather? Earn 4.62 hours biweekly, approximately 120 hours a year, with no limit on accumulation to be used to care for yourself and qualifying family members.

Holidays: Enjoy 13 paid holidays per year. Including 1 Floating Holiday, which must be taken during the Fiscal Year (July 1 - June 30):

OBSERVED CITY HOLIDAYS

New Years Day

Dr. Martin Luther King Day

Presidents’ Day

Liberation & Freedom Day

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Eve

Christmas Day

1 Floating Holiday

Volunteer Leave: Paid leave for participating in an authorized event as a volunteer, subject to Section 9-3, Code of Ethics & Conflicts of Interest. Regular full-time employees receive up to 8 hours and all regular part-time employees are eligible to receive pro-rated leave each available each calendar year.Delta Dental Plan:

• INSURANCE: Aetna Medical Plans: Coverage is effective on the first of the month following date of hire.
• Choose from two options:
• Select HMO with City-funded HRA ($0 premium for employee-only coverage)
• Choice POS ($13.02 biweekly premium for employee-only coverage)
• Prescription Card: ($10 generic, $30 lower cost name brand,$55 higher cost name brand, 20% up to $150 for specialty drugs)
• Mail Order Maintenance Prescription Drug Program ($20 generic, $60lower cost name brand, $110 higher cost brand) not available for specialty drugs)
• Diagnostic and Preventative–100% of allowable charge; Basic Dental Care-80%; Major Dental Care- 50%
• Primary - $50 deductible, 80/20; Prosthetic and Complex Restorative -$50, 50/50
• $1,500 Annual benefit maximum
• $1,000 Orthodontic benefit (children to age 19)
  

MetLife Vision Plan: (Optional)

• $2.50 premium paid bi-weekly for employee-only coverage. Dependent care coverage also available.
• Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay
• $130 allowance for frames, after co-pay, plus additional discounts where accepted.
  
  

Life Insurance: In the event of your death, your beneficiary will receive twice your annual salary. Supplementary policies for you and your dependents are available.

Long-Term Disability: Upon approval for along-term illness or injury, you can receive up to 60% of your earnings after a 90-day wait period.

Voluntary Benefits: Accident, Critical Illness, Hospital Indemnity insurance; Short-Term Disability; Identity Theft Protection

• RETIREMENT:
  
  

Pension

• Choose from two (2) options:
• A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee’s earnings history, tenure of service, and age. Our plan has a 5-year vesting period and an employee contribution of 5% of salary.
• A Defined Contribution 401a plan in which fixed contributions are paid into an individual’s account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% vesting after three years of service. There is no required contribution from salary. (Note: the Defined Contribution retirement plan is the only plan available for Library employees).
  

Supplement: Deferred Compensation 457 available for you to invest your own money for additional retirement savings.

• VOLUNTARY:
  
  

Wellness

• Gym Membership Reimbursement Program (up to $34.00 per month)
• Bicycle Commuter Program: Reimbursement up to $20 per month for reasonable bicycle commuting expenses
• Online wellness resources and Lunch-and-Learn Sessions
  
  

Employee Assistance Program

• A variety of confidential, personal professional services for you and your family available 24 hours a day.
  
  

Tuition Reimbursement

• Up to $1,500 for job-related certificates, trade programs, undergraduate coursework or up to $3,000 for graduate level courses per fiscal year for career-related courses.
  
  

Flexible Spending Accounts

• Expense accounts available for healthcare, dependent care and parking/mass transit.
  
  

01

What is your highest level of completed education? (Must be verifiable in reference to the Education History section of your online application.)

• Associate degree or higher
• Some college level coursework
• High School Diploma or GED
• None of the above.
  
  

02

How many years of clerical, office administration, or accounting experience do you have as it relates to the position duties? (Must be verifiable in reference to the Work History section of your online application.)

• No experience related to this position.
• Less than one (1) year of relevant experience.
• One (1) to less than three (3) years of relevant experience.
• Three (3) to less than five (5) years of relevant experience.
• Five (5) years or greater.
  
  

03

in lieu of the specific minimum requirements listed in the job announcement, do you meet the minimum qualifications through a combination of education and experience?

• Yes
• No
• Not applicable to me.
  
  

04

Which of the following administrative functions have you performed in a professional setting? (Select all that apply)

• Accounting / Purchasing / Accounts Payable
• Budget Tracking / financial reporting
• Human Resources support
• Office automation / data management
• Procedural development / project support
• Administrative / Clerical Support
• None of the above.
  
  

05

To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

• Yes
• No
  
  

06

I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

• Yes
• No
• Required Question