Office Assistant Job at City of Hampton in Hampton

This position is responsible for performing a wide variety of clerical and administrative data entry support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff’s Office (HSO). Some of the work may require knowledge specific to the department/division. The Office Assistant works collaboratively within and outside the organization and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. Performs duties as assigned and is accountable for use of delegated authority.

Pursuant to §15.2–1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.

• Assists with a wide variety of administrative duties and functions.
• Utilizes a personal computer to store, compile, analyze, and retrieve a variety of documentation and statistical data related to a wide range of agency/departmental functions/topics. Utilizes the Jail Management System/Power DMS and any other software systems utilized by the HSO.
• Responds to questions from HSO and City employees and citizens.
• Coordinates meetings between managers, HSO and City staff, and the general public. Take and transcribe dictation for correspondence, meetings, and conferences.
• Assists with special projects as needed.
• Maintains agency/departmental files (manuscript and electronically), office supplies and inventory.
• Assists with the disposal of records in accordance with the Virginia Retention Schedule.
• Schedules, prepares for and conducts follow-up tasks associated with various meetings.
• Reviews and reports on the status of compliance with federal, state and city statutes, ordinances and standards.
• Scans and monitors documents related to required accreditation standards.
• Answers daily correspondence, telephone calls and drafts memoranda.
• Performs other job-related duties as assigned.
• Demonstrates positive attitude and progressive actions through the display of professionalism, courtesy and appropriate tact and discretion in all interactions with other employees and with the public.
• Serves as backup in order to assure 100% coverage of main telephone and reception areas. Assist with typing of letters, forms and other documentation; distribute mail, fax, copy, etc. as needed.
• Responsible for answering and screening all telephone calls, answering questions, taking message or transferring calls to appropriate staff or departments.
• Produces a variety of standard documents, such as correspondence, form letters, reports, tables, charts and other printed materials. Responsible for maintaining and picking up office supplies. Responsible for proper upkeep and repair of office equipment.
• Adheres to all policies, procedures, guidelines and directives of the office on an ongoing basis.
• Be dependable and meet acceptable attendance requirements at all times.
• Protects confidential information by preventing unauthorized release, both verbal and/or written.
• Follows all Federal, State and Local laws.

REQUIRED KNOWLEDGE

• Ability to work in MS Office (including Word, Excel, Power Point) or other related software to develop/maintain databases, spreadsheets, budgets, and other information.
• Ability to interact and work with a wide range of people. Ability to work with staff at all levels and with persons in other organizations.
• Must have strong written and verbal communications skills. Must be highly organized, and a self-motivator.
• Must be able to maintain confidentiality of all information.
• Required patience and skill in dealing with officials and with citizens.
• Must have strong written and verbal communications skills. Must be highly organized, and a self-motivator.
• Must be detail-oriented, possess a professional attitude and able to work a flexible schedule.
• Proficiency in spelling, grammar, punctuation and further English language skills.
• Good at typewriting.
• Attention to detail.
• Organizational skills.
• Ability to read and comprehend laws, ordinances and orders.
• Maintain composure under adverse conditions such as public harassment, critical injuries, and death.
• Establish and maintain effective working relationships with other employees, officials and citizens from a variety of racial, ethnic and economic backgrounds.
• Act rationally and calm under stressful situations.
• Utilize good public relations skills.
• Prioritize tasks.
• Properly operate authorized city vehicles and equipment.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Make sound decisions.

EDUCATION AND EXPERIENCE

Must have strong computer skills, including and understanding of Microsoft Office Professional and other computer software. A combination of business/computer courses and/or professional experience in office procedures is essential. High School diploma or G.E.D. equivalent.

ENVIRONMENTAL HAZARDS

The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Risk of exposure to bio-hazard communicable diseases and bodily fluids.

PHYSICAL AND DEXTERITY REQUIREMENTS

Must have the capability to hear, speak and see to communicate with the general public. Physical exertion may be required to climb stairs, run, bend, twist, reach, crawl through tight spaces, kneel in confined areas; sit for prolonged periods of time; move/push/pull or lift heavy objects exceeding 50 lbs.

ADDITIONAL REQUIREMENTS

Click here to complete the required Authorization for Release of Information form.