Administrative Assistant III

The City of Roanoke's Police Department is seeking an Administrative Assistant III to perform routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees. Arranges meetings and conferences; makes appointments for the Deputy Chiefs and members of various City commissions. Assembles required documents and information for Council and other meetings as required. Develops microcomputer applications for data collection and report generation using spreadsheet and database management software packages. May serve as FMLA and Risk Management Liaison for a department.  High school diploma or general education degree (GED); Associate degree preferred but not required;  three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

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

To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

SUMMARY
 Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used.  Work is performed under general supervision.  
 
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Participate in a wide variety of division or department projects by researching or providing relevant information
• Handles a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires, voice transcription review, and basic data entry
• Develops proficient habits for data collection and report generation using spreadsheet and database management software packages
• Reviews existing and recommends improved policies, practices and procedures
• Assists with budget preparation and monitors budget expenditures
• Collects and compiles information and prepares basic statistical reports
• Gives information to the public or directs requests to appropriate department
• Arranges meetings and conferences; makes appointments if needed for the direct report supervisor
• Assembles required documents and information for direct report supervisor
• Composes and types letters and memoranda in conformance with City policies independently from brief instructions
• Establishes and maintains filing systems and office procedures; keeps confidential files

Interacts with public over the phone on a daily basis and provides answers to basic fact-finding questions relating to incident reports

SUPERVISORY RESPONSIBILITIES
Applicant will supervise two to four subordinate administrative staff and train assigned staff as needed.  Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); Associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.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 speak effectively before groups of customers or employees of organization.

REASONING ABILITY 
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include 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. As with any enforcement entity, the recipients of violation notices or abatement actions are typically irritated while a few may become very angry and even combative. At such times, the work environment may occasionally become loud and abusive.

This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.