Administrative Assistant (Community Engagement & Outreach)

Job Description

Job Summary

This position performs responsible administrative and routine clerical work to provide general assistance to a department and staff, such as outreach, client/customer correspondence, and planning assistance. May perform database entry, file maintenance, and general clerical tasks. Work is performed under immediate supervision and reports to departmental leadership based on the assigned department.

Specific Duties: When Assigned To The Charlottesville Police Department

This position supports Community Engagement and Outreach Initiatives, including but not limited to:

• Supporting the development and planning of new and existing department outreach initiatives.
• Serving as a liaison between the Police Department and community members, groups, and organizations, coordinating their involvement in CPD-sponsored events, and CPD’s involvement in their events.
• Assisting with event logistics, including coordinating supplies, and supporting event setup and breakdown.

To learn more about the Charlottesville Police Department and its operations, please visit: https://www.charlottesville.gov/1741/Police

Compensation & Benefits

The preferred hiring range for this position is between $22.10 – $27.17 an hour ($45,968.00 – $56,513.60 annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including:

• 13 paid holidays + 1 floating holiday
• Paid vacation and sick leave
• Health insurance options with employer contribution
• Employer-paid life insurance
• City’s retirement options
• Gym membership reimbursement
• Continuing education/training opportunities

For a general summary of benefits offered by the City, please click the ‘benefits’ tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City’s Benefits Administrator at 434-970-3462.

General Requirements & Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Works with and provides program assistance to individual staff members, clients and/or internal or external groups.
• Provides reception, first point of contact, and/or clerical assistance to staff; refers clients/customers to the appropriate services.
• Provides accurate and appropriate correspondence and information to routine and more advanced inquiries.
• Maintains accurate files and enters information in appropriate database.
• Manages office operations, such as maintaining informational databases, paying invoices and/or recording fiscal expenditures.
• Organizes, schedules and documents meetings.
• Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software.
• Maintains and updates websites, develops outreach and presentation materials; and/or updates and produces reports and newsletters.
• Assists with promoting department/city programs and activities.
• Assists with existing or new initiatives, events, or activities including but not limited to assisting with the planning, development, coordination, scheduling, and logistics.
• Provides staffing for special projects; works with the director, staff or cross-functional work groups, as needed.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Other Duties

Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience

Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree or some college-level coursework.
• OR
• High School Diploma or GED AND at least 2 years of experience in a related area.
• OR
• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses/Other Requirements

• Required to successfully pass a pre-employment background check and pre-employment drug screen.
• Requires a valid Virginia Driver’s License and acceptable driving record according to City criteria.

Knowledge, Skills, Abilities And Other Characteristics

Job Knowledge

• Knowledge of local government agencies and policies.
• Knowledge of office management and administrative practices and procedures.
• Familiarity with databases and other methods to track and maintain accurate records.

Reading

• Intermediate: ability to read and understand newspapers, magazines, journals, multi-step instruction manuals, and reference materials, such as meeting agendas, software instructions, equipment operating details.

Writing

• Intermediate: ability to organize data and write clear and concise reports, prepare business letters, explanations, and summaries with proper format, punctuation, spelling and grammar, using all parts of speech; such as department communications, instructions. Composes clear and accurate written communications.

Math

• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

Communication Skills

• Intermediate: Establish and maintain effective working relationships with co-workers, clients, customers, city officials, and others. Contact that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Delivers responsive and high-quality customer service; provides and received standard to complex information.

Independence and Decision-Making

• Requires Immediate Direction: normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate supervisor may, at times, provide close and constant review.

Technical Skills

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Skill in the use of a variety of standard office machines, a variety of software packages, and proficiency with Microsoft Office Suite. Ability to learn and effectively use agency systems and software.

Fiscal Responsibilities

• No budgetary/fiscal responsibilities.

Supervisory Responsibilities

• No responsibility for direction or supervision of others.

Other Characteristics

• Organization and time management skill, sometimes under strict time constraints.
• Frequent change of tasks, interruptions and requests for service.
• Working closely with others as part of a team.
• Tedious or exacting work.
• Performing multiple tasks simultaneously.
• Must work effectively with sensitive and confidential information or issues.
• May be required to work some evenings, weekends, or holidays.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Demands

• Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Remains in stationary position most of the time.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Moves about inside the office to access file cabinets, office machinery, etc.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware

Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level is usually moderate.