Administrative Assistant IV

Description

The City of Roanoke is seeking an Administrative Assistant IV to perform a variety of difficult office management and high level administrative support work that requires interpretation, independent judgment and determining appropriate processes. Job responsibilities include but are not limited to controlling, coordinating, and monitoring a work control system; analyzing budget and developing recommendations for department; and interpreting, monitoring, and analyzing information regarding operating policies and procedures. The successful candidate will conduct field observations to ascertain the level of service rendered by various City agencies, channel citizen complaints and requests for service to appropriate service agencies and perform necessary follow-up, and prepare technical and non-technical correspondence and/or presentation materials. They may serve as HR Contact for a department and may supervise an assigned staff. Associates degree in business, secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience is required.

The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.

To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

This is a non-exempt position.

Examples of Duties

Summary

Typical Qualifications

Performs a variety of difficult office management and high level administrative support work that requires interpretation, independent judgment and determining appropriate processes to be used. Work is performed under limited supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Controls, coordinates and monitors a work control system

Researches and analyzes information to identify trends, draws conclusions, make recommendations

Prepares monthly reports detailing material and personnel usage and departmental cost accounting data

Develops financial reports and data analysis

Analyzes budget and develops recommendations for department

Interprets, monitors and analyzes information regarding operating policies and procedures

Recommends improvements to existing and proposed administrative policies, practices and techniques

Conducts field observations to ascertain the level of service rendered by various City agencies

Channels citizen complaints and requests for service to appropriate service agencies and performs necessary follow-up

Resolves problems that have a significant impact on the overall goals of the department

May serve as liaison with the public, State, Federal, private organizations, boards and commissions

Performs payroll time entry and completes personnel transactions for department

Prepares technical and non-technical correspondence and/or presentation materials

Maintains office calendars including court appearances, meetings, etc.

May assist with grant writing and researches grant opportunities

May serve as HR Contact for a department

Human Resource Contact

Coordinates the hiring and on boarding of new employees

Create job requisitions in NEOGOV

Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson

Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave. May assist in payroll related task

May complete time-entry for personnel in your department (known as the NLA system). Perform other duties as assigned

Supervisory Responsibilities

May supervise assigned staff as needed.Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

Supplemental Information

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to communicate effectively with groups of customers or employees of organization.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written or oral form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.