Overview
Administrative Assistant to Operations Jobs in Richmond, VA at Dept Behavioral Health/Develop
Job Summary
Under general supervision, performs a variety of skilled administrative functions for area/department of assignment; provides administrative support to assigned personnel; prepares various types of correspondence, reports, and documentation; maintains departmental records and files; conducts general accounting duties; and performs other specialized duties relative to area of assignment. The level of work required is considered intermediate. This role typically reports to a department Director, Assistant Director or Manager. This job does not have any direct reports. This position has the ability to develop/advance to the Senior Administrative Assistant based on ability to meet the increasing senior level qualifications of that position.
Primary Duties and Responsibilities
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Some of the duties listed may not be performed by all departments.
Provides administrative support and assistance to the department and/or other designated departmental personnel.
Assists with: providing customer service in person and via the telephone; responding to public inquiries and providing information regarding departmental policies, procedures, programs, facilities, and/or municipal services and greeting departmental/City visitors; Assists the general public with reservations and/or registrations; receives and logs service calls and/or customer complaints.
Prepares and/or distributes correspondence, memoranda, agenda items/packets, reports, forms, and other assigned documentation; schedules meetings, appointments, and/or hearings; assists in coordinating special events or other departmental activities as assigned.
Prepares responses to open records requests.
May be responsible for coordinating various board and commission activities including meeting arrangements, packet deliveries and preparation of minutes from various boards and commissions.
Updates and maintains departmental filing systems, databases, lists, and assigned payroll, personnel, and accounting records.
Processes various types of personnel documentation including employment applications and human resources/worker’s compensation forms, training records, workers’ compensation forms, and incident/accident reports.
Processes various types of municipal applications and permits; responds to related inquiries; collects and processes payments and fees; issues receipts and/or permits.
Assists with functions such as payroll processing and account payable on an as-needed basis.
Performs general accounting duties; balances cash drawer, prepares bank deposits, and generates daily cash reports; maintains and reconciles petty cash, if applicable.
Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
Processes and prepares invoices, purchase orders, payment requests, receipts, and deposits.
Provides assistance in annual budget preparation and/or tracking of expenditure; performs project accounting as assigned.
Education, Experience, Licenses and Certifications
Education and Experience:
Associate’s degree; AND three (3) to five (5) years administrative support experience; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
Must possess a valid Texas Driver’s License.
Depending upon department/area of assignment, certification as a Notary Public License is preferred; Ability to obtain and maintain Notary Public certification is required within a specified timeframe.
Knowledge, Skills and Other Requirements
Knowledge, Skills and Other Requirements
General office practices and equipment, including standard computer software applications. Possesses and applies intermediate internet skills.
Records management principles and standards.
Basic accounting principles and practices.
City policies and procedures. Departmental operations relative to area of assignment.
Service oriented and flexible to meet changing business needs. Customer service standards and protocol.
Strong written and oral communication skills. Correct English grammar, composition, spelling, punctuation, and vocabulary.
Coordinating and performing a variety of skilled administrative functions as described under the Primary Duties section.
Establishing and maintaining cooperative working relationships with City employees, officials and the general public.
Maintaining and enforcing all aspects of security of confidentiality of information, documents and records.
Exhibits good judgment and professional etiquette.
Ability to organize, set priorities, effectively manage time and demands and make independent judgments.
Physical Demands / Work Environment:
Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
Must be able to work some evenings as required for meetings.
May be required to work immediately before, during or immediately after an emergency or disaster.
NOTE: This position is designated safety and/or security sensitive.
Title: Administrative Assistant to Operations
Company: Dept Behavioral Health/Develop
Location: Richmond, VA
