Administrative Specialist I (State)

Class Summary
Assists an executive or a middle manager by performing a variety of professional administrative tasks; and compiling documentation for accreditation; does related work as required.

Work Functions and Responsibilities

• Coordinate with department/divisions in the collection of documentation for each accreditation year; document and file each form; and take all necessary photographs for inclusion into annual files. 
• When applicable, redact sensitive information form documentation prior to submitting documentation for inclusion into the files. 
• Ensure all documents are for the correct plan year and all copies must be one-sided. 
• May supervise support staff. 

• Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs.

   

Performance Standards
Conducts thorough research; prepares documentation within deadlines; provides timely, effective training; demonstrates foresight and sensibility in setting goals; communicates professionally and effectively to department/division and individuals in both oral and written form; adheres to all policies and procedures or when carrying out other functions.

Must have, or obtain, a current and valid Virginia or North Carolina driver’s license in accordance with Virginia or North Carolina DMV driver’s license eligibility requirements.

Minimum Qualifications
Requires any combination of education (above the high school level) and/or experience equivalent to five (5) years in fields utilizing the required knowledge, skills, and abilities, such as business or public administration.

Special Requirements
All appointees 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.

Knowledge-Skills-Abilities Required to Perform Satisfactorily
A.    Knowledge
       1.  Knowledge of department/division organization and operation. 
       2.  Knowledge of current research methods and reporting techniques and procedures. 
       3.  Knowledge of current microcomputer systems and Sheriff’s Office standard software applications. 
       4.  Knowledge of Public relations procedures and techniques.
       5.  Knowledge of supervisory techniques. 
       6.  Knowledge of budgeting and financial recordkeeping procedures
       7.  Knowledge of the City’s enterprise financial and human resources automated software application may be required. 
       8.  Knowledge of the Sheriff’s Office policies, procedures, and directives as they pertain to processing transactions.

B.      Skills
       1.  Skill in researching various topics and compiling accurate written and/or oral reports. 
       2.  Skill in operating a microcomputer and using standard software applications. 
       3.  Skill in communicating with citizens and/or appointees tactfully.

C.    Abilities 
    1. Ability to effectively communicate and express ideas verbally and in writing. 
    2. Ability to analyze problems or situations and recommend solutions. 
    3. Ability to establish and maintain effective working relationships with the general public, appointees, outside agencies, and city officials. 
    4. Ability to comprehend and follow oral and written instructions. 
    5. Ability to perform tasks requiring incumbent to sit for extended periods throughout the workday. 
    6. Ability to operate a computer and use Sheriff’s Office standard software applications. 
    7. Ability to prepare detailed reports and documents that may require review and input from Supervisor(s) or Department Director. 
    8. Ability to maintain an appropriate work pace, focus on routine and complex tasks without distraction or compromising accuracy, and complete task within expected time frame. 
    9. Ability to perform a variety of assigned tasks that may vary from day to day. 
  10. Ability to perform tasks that require obtaining cooperation from co-workers or citizens to accomplish assigned tasks. 
  11. Ability to work independently, but seek guidance when uncertainties arise. 
  12. Ability to interpret, remember and apply policies and procedures as they relate to work tasks. 
  13. Ability to adjust routine procedures to accommodate challenges or improve processes. 
  14. Ability to adjust to typical work stressors and maintain composure in stressful situations.

Working Conditions
The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title.

Note: Per SOP 03-09-01 Americans with Disabilities, the Sheriff’s Office follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions.  The Sheriff’s Office shall not discriminate on the basis of disability in its hiring and employment practices. The Sheriff’s Office shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or appointee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the Sheriff’s Office business.

Physical Requirements:  
Physical refers to the requirement for physical exertion and coordination of limb and body movement.
Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis and routine keyboard operations.

Mental Requirements: 
Mental refers to the degree that the job involves cognitive activities, and use of mental processes.
Performs professional level work requiring the application of accounting, legal, or managerial methods in the solution of technical, administrative, or legal problems; requires continuous, close attention for accurate results or frequent exposure to unusual pressure.

Environmental Conditions: 
Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken.
This job involves a risk of limited to no exposure to any environmental hazards.

Sensory Requirements: 
Sensory refers to hearing, sight, touch, taste, and smell required by the job.
This job requires normal visual acuity, and field of vision, hearing and speaking.
 

“The Virginia Beach Sheriff’s Office is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran, or disability status.”

Salary : $21