Administrative Assistant III; Parks & Recreation

Overview

The Administrative Assistant III provides paraprofessional administrative support to the Director of the Parks & Recreation Department and assists with activities related to the Parks & Recreation Advisory Board, including records and preparation of official meeting minutes for internal and Advisory Board meetings. Responsibilities include coordinating meetings, managing the Director’s calendar and communications, preparing agendas, reports, and meeting materials, maintaining accurate departmental records, and supporting customer service and administrative processes.

The position may assist with office systems, purchasing, credit card reconciliation, HR-related administrative tasks, and other operations as needed, and may contribute to procedural improvements, project support, and other related duties. Work is completed under the supervision of and reports to the Department Director.

At this level, the incumbent is independently responsible within the overall goals of the organizational unit for a comprehensive function, service or unit, frequently requiring the determination of procedures, methods and policy applications; prepares reports and policy recommendations; and participates in long-range planning for administrative needs within the overall goals of the organizational unit.

The preferred hiring amount is between $27.08 - $33.28 Hourly (about $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 with 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 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 the Charlottesville City employee benefits page ((Use the "Apply for this Job" box below).).
• The City of Charlottesville manages its own retirement system and does not participate in VRS
  ; however the City has a Portability Agreement with VRS with certain provisions. For questions, contact the City's Benefits Administrator at .

• Prepares, proofs, and edits memos, letters, reports, forms, documents and other materials using word processing, spreadsheets, databases or presentation software.
• Provides clerical support for the department/unit as required; takes and posts minutes of required meetings.
• Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings.
• Prints, collates, and assembles reports/materials for distribution.
• Orders, inventories, receives, and/or shelves routine supplies, books and office equipment.
• Coordinates with department vendors on the maintenance of leased and/or warrantied equipment.
• Schedules meetings and rooms. Notifies all participants of meetings and other functions in advance.
• Assists with development of office procedures.

• Prepares, verifies, files, and processes accounting documents (invoices, requisitions, forms, reports, work orders) for routing and approval.
• Reconciles statements; researches, orders, inventories, and receives special purchases as directed.
• Tracks expenditures in appropriate accounting software; monitors department budget. May assist with budget development.
• May act as a decentralized buyer; writing bid specifications and overseeing invitation to bid or RFP processes.

• May screen applicants; communicates with department employees on personnel-related programs.
• Coordinates hiring and onboarding of new employees; processes personnel transactions.
• Regularly responsible for payroll-related tasks; trains staff on department and City policies, procedures and systems.
• May supervise administrative support staff, including occasional direction to administrative support staff and temporary staff.

• Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs…