Administrative Assistant IV

FOR MORE INFORMATION OR TO APPLY, PLEASE VISIT OUR WEBSITE AT: WWW.ROANOKEVA.GOV/JOBS

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 the 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. An associate's degree in business, secretarial science, or related field; five or more years of related experience and/or training in local government or a related field; or equivalent combination of education and experience is required.

Typical Qualifications

SUMMARY 
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, and makes recommendations.s

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

Develops financial reports and data analysis 

Analyzes the budget and develops recommendations for the 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 the 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 researching grant opportunities

May serve as HR Contact for a department

Human Resource Contact
Coordinates the hiring and onboarding 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 assists with monitoring of FMLA paid and unpaid leave. May assist in payroll-related tasks
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 the 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 is frequently 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 the 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.

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