Overview
Administrative Assistant (on-site) Jobs in Bow, NH at Structures Unlimited Inc
Requisition ID:
43694
Work Location:
Human Services – Virginia Beach Blvd offices
Pay Range:
G.21, $45,527.40 – $70,567.47
Starting Salary:
Depending upon Qualifications
Work Schedule:
Monday – Friday; 8:00am – 5:00pm
Part Time Hours/Wk:
Job Open Date:
1/24/25
Application Deadline:
1/28/25
Job Duties:
The City of Virginia Beach is seeking a talented Executive Assistant I to perform complex and varied administrative duties to assist the Deputy Director of Social Services and members of the DHS Executive Leadership Team.
Duties:
Provide administrative support to the Deputy Director including organizing schedule, tracking deadlines for deliverables to local and state authorities, and preparing and routing correspondence.
Develop tracking systems to effectively manage the high volume of mail and paperwork requiring Deputy signatures, including sensitive information tied to employee matters, state contracts, investigations, programmatic and strategic changes, audits, financial reports, etc.
Collaborate with various DSS and City departments related to administrative tasks and to exchange information, including requests for documents to be reviewed and signed.
Assist with the development of the DSS Strategic Plan and the ongoing progress reports related to strategic objectives.
Work closely with the Social Services Board Chair and board members by providing updates to assist with questions, inquiries, and scheduled meetings; collaborate with multiple city departments and programs as necessary to conduct the business for the Deputy Director.
Collaborate with and provide support to other DSS Administrative staff to share important information, compile data, and maintain master lists for the division.
Provide administrative support for the DSS Advisory Board: attend and prepare logistics for all meetings, correspond with board members about a variety of needs, prepare orientation materials for new board members, prepare agendas and minutes, arrange travel for conferences, assist with the preparation of legislative packets, coordinate with the City Clerk’s office regarding reappointments, assist with the City Council Annual Reports for the board, and other duties as required.
Produce documents and presentations of various levels of complexity, requiring the manipulation of data/ information. Check for ADA compliance in Microsoft Word, PowerPoint, and PDF.
Compile various statistical and informational reports to ensure professional-grade deliverables for review by higher authority.
Schedule meetings, and coordinate space and logistical details.
Utilize a city pro card to make necessary purchases for the administration office.
Receive and screen inquiries and complaints, by telephone and in person, and furnish the requested information, or make the proper referral to manage the concern.
Establish priorities and meet deadlines, using effective time management and organizational skills.
Take and transcribe minutes of a highly technical and/or confidential nature and serve as recorder for various meetings preparing recaps for dissemination to staff.
Coordinate communications between the supervisor and other professional and administrative staff, within and outside the organization.
Maintain office supplies, and equipment also address building issues by submitting work orders, supply orders, etc.
Establish and maintain an effective DSS file system that includes restricted access files.
Official City Job Description:
https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Executive-Assistant-I-00177.pdf
Working Conditions:
https://workingcondition-summary-prod.s3.amazonaws.com/B.002065.4.pdf
Minimum Requirements:
MINIMUMS: High school or GED plus five (5) years experience in fields providing the required knowledge, skills and abilities and associated with such positions as Administrative Assistant or Executive Assistant. 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: Resume
Preferences:
Experience providing administrative support in an office setting.
Experience with Microsoft Office Suite Excel, Word, and/or PowerPoint.
Experience taking minutes for a Board to include updating board books of files and/or securing guest speakers.
Experience with taking minutes for meetings and creating action plans.
Experience handling multiple appointments using Outlook calendar for scheduling, editing, and cancellation of meetings.
Experience setting up virtual meetings in Teams, Zoom, WebEx, or other software
Experience with compiling/organizing/editing electronic statistical and informational reports.
Experience utilizing a company credit card and reconciling purchases.
Experience maintaining confidential information.
Special Instructions:
Please complete the application in its entirety and include your resume if required by the posting.
Your responses to any “Supplemental Questions”, if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
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.
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.
Title: Administrative Assistant (on-site)
Company: Structures Unlimited Inc
Location: Bow, NH
