Administrative Assistant III

Overview

The City of Roanoke is seeking an Administrative Assistant III to serve Parks and Recreation. This role performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Handles administrative or technical departmental assignments including payroll time entry, purchasing, new hires and retirees. Arranges meetings and conferences; makes appointments for the manager/director and members of various City commissions.

Assembles required documents and information for Council and other meetings. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. May serve as HR contact for a department.

The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer. We are committed to respecting, celebrating, and embracing the differences among employees to foster an inclusive, open work environment.

Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Work is performed under general supervision.

• Participate in a wide variety of division or department projects by researching or providing relevant information
• Handle a variety of routine administrative or technical departmental assignments including payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts
• Decide on expenditure accounts for all payment vouchers and purchases made with P-card by line-item
• Develop microcomputer applications for data collection and report generation using spreadsheet and database management software
• Review purchase, obligation and payroll reports for accuracy
• Review and recommend improved policies, practices and procedures
• Assist with budget preparation and monitor budget expenditures
• Collect and compile information and prepare complicated statistical reports
• Coordinate facility maintenance and daily tracking of personnel, equipment and resources
• Provide information to the public or direct requests to the appropriate department
• Arrange meetings and conferences; make appointments for the manager/director and members of City commissions; assemble required documents for Council and other meetings
• Compose and type letters and memoranda in conformance with City policies
• Establish and maintain filing systems and office procedures; keep confidential files

Codes Compliance additional duties include: handling a variety of administrative and technical duties as a member of the Codes Compliance Team; reviewing and correcting violation requests; issuing code violation notices; scheduling re-inspections; issuing work orders; handling calls, visitors and mail; reviewing Code Enforcement cases; preparing liens and related documents; interacting with the City Attorney's office for legal documents; and related duties.

Summary Performs routine to difficult administrative and technical work functions under general supervision. Essential duties include: researching information for projects; handling administrative tasks including payroll time entry, purchasing, new hires; data entry and reporting; budget support; responding to the public; arranging meetings; preparing documents; maintaining filing systems.

• Interact with the public and provide information on incident or department procedures
• Assist supervisor with meetings and document preparation
• Maintain confidential files and procedures

May supervise two to four subordinate administrative staff and train assigned staff as needed. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or general education degree (GED);
Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

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 speak effectively before groups of customers or employees of the organization.

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

The physical demands described here are representative of those that must be met by an…