Colonial Heights, City of (VA) is hiring: Administrative Assistant in Petersburg

Administrative Assistant

Provides administrative, operational, and clerical support to the Fire & EMS Department.

Responsibilities

• Develops, prepares, distributes, and files correspondence, reports, and other documents.
• Prepares, processes, and tracks requisitions for purchases and services.
• Tracks the departmental budget.
• Coordinates, schedules, and maintains calendars of meetings and events.
• Creates, maintains, and updates databases and other files.
• Ensures that all needed supplies, materials and other equipment are ordered and available.
• Orders and maintains inventory of department uniforms and accessories.
• Plans and oversees setup for department events, such as recruit graduations, annual banquet, etc.
• Records minutes at monthly staff meetings and for Fire Services Board meetings.
• Prepares and delivers daily deposits and keeps accurate financial records.
• Prepares annual audits for state Office of EMS and Virginia Department of Fire Programs.
• Maintains department petty cash and charge card, and prepares monthly reconciliation.
• Manages paper or electronic filing systems, records information, updates paperwork, or maintains documents.
• Addresses public inquiries.
• Other duties as required.

Qualifications

• High School diploma and 7-10 years directly related experience, or 2 years of college or Associate\'s Degree and 2 to less than 5 years directly related experience, or Bachelor\'s Degree and less than 2 years directly related experience.
• Thorough knowledge of administrative practices, procedures, and equipment.
• Thorough knowledge of and experience with computers and Microsoft Office software (Word, Excel, SharePoint, PowerPoint, Publisher, Outlook).
• Ability to communicate effectively both orally and in writing.
• Strong skills related to composing correspondence, agenda, reports and speeches.
• Knowledge of HIPAA laws and FOIA laws pertaining to the release of health related records is desirable.
• Excellent organizational skills with the ability to multi-task with frequent interruptions while remaining organized and accurate.
• Strong internal and external customer service skills and be highly professional.
• Ability to perform math calculations.
• Ability to work independently and in a team environment.
• Ability to be accountable and maintain a high degree of confidentiality.
• Maintain working relationships with City departments, City schools, hospitals, businesses and citizens.
• Availability to occasionally work a different schedule when required in an emergency situation or for department events, such as recruit graduations, annual banquet, etc.

The work is generally performed in an office environment. Typically, the employee may sit to do the work. However, there may be some walking, standing, stooping, carrying of light items such as papers, books, or small parts, or driving an automobile. No special physical demands are required to perform the work.

The work environment involves everyday risks or discomforts which require normal safety precautions. Use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals are minimally required.