administrative assistant Virginia Beach, VA
Job description
Job Duties:
The Office Assistant II duties with the Department of Emergency Medical Services (EMS) will include, but are not limited to:
- Prepare replies to correspondence in accordance with established procedures.
- Proofread and correct documents.
- Schedule meetings for supervisors as well as other staff.
- Process time, leave, and supplemental pay transactions.
- Collect fees; and may manage petty cash accounts, and receive other cash in some positions.
- Prepare mileage and travel reimbursement requests, and a wide variety of other reports.
- Prepare accounting and statistical tables and miscellaneous material.
- Read and route incoming mail and assemble files and other materials to facilitate reply by a superior.
- Maintain paper and/or electronic cross-referenced office files and a variety of other records by sorting and indexing materials alphabetically, numerically, and geographically.
- Key requisitions into the enterprise financial system for the purchase of supplies and equipment.
- Serve as receptionist, answering telephone and giving general information in response to public inquiries.
- Operate standard office machinery and City standard software applications.
- May perform notary public duties.
- Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on the current workloads and department needs.
Additional Office Assistant duties may include:
- Onboarding of EMS volunteers during the application process
- Work with diverse group of volunteers and career individuals.
- Handle request for medical records and other city documents
- Schedule meetings for supervisors, staff, and office spaces.
- Reply to, or forward to appropriate department members, contacts, and job functions.
- Operate various standard office equipment and City standard software applications.
Official City Job Description:
https://www.vbgov.com/government/departments/human-resources/Employment-VBGOV/Job%20Descriptions/Office_Assistant_II_00190.pdf
Working Conditions:
There is no working conditions statement available for this position at this time.
Minimum Requirements:
MINIMUM QUALIFICATION:
High school or GED plus one year (1) of experience in fields providing the required knowledge, skills and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
SPECIAL REQUIREMENTS:
All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Additional Requirements:
DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required: None
Preferences:
In addition to the minimum requirements, the ideal candidate for this position will have experience listed in the preferences below. Candidates with the preferred experience should ensure the information is provided in the application.
1. Experience working within EMS or public safety
2. Strong organizational, verbal, and written communication skills
3. Experience maintaining physical and digital records of various types
4. Experience working in an environment involving job functions that simultaneously support multiple offices within an organization
5. Direct customer service experience using in-person, telephone, email, and social media methods
6. Experience working with volunteers
7. Experience multi-tasking and task prioritization
8. Experience in Microsoft Office Suite (primarily Word, Excel, Outlook, and PowerPoint)
Special Instructions:
- This position is Alpha-1 status requiring the individual to work during periods of declared emergencies or inclement weather to provide vital functions as required, which may include tasks other than those typically assigned.
- Applicant must not have any Virginia OEMS "Enforcement Actions-Individual" or similar action(s) from another state EMS department, agency, or governing entities against them within the immediate past five(5) years.
- Pursuant to VA Code § 32.1-111.5 and VA EMS Regulations (12VAC5-31- 910), the selected candidate must be eligible for affiliation with a Virginia EMS licensed agency based on a submitted state and national criminal history check.
- Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete.
- You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.
- Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit.
- Please provide a copy of any certifications or related professional licenses.
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.
About Virginia Beach
CEO: William D. Sessoms, Jr.
Revenue: Unknown / Non-Applicable
Size: 10000+ Employees
Type: Government
Website: www.vbgov.com
Year Founded: 1963
